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4. Configure Adobe Sign Process Buttons for your records

Alix (Workbooks Online) Posted: 2016-09-14 09:02

NOTE: Please make sure that you have installed the Adobe Sign Plugin and followed the steps on our Knowledge Base page and Forum Post '3. Configure Adobe Sign Form Layouts for your records'before following the instructions in this post.

You need to configure button processes, adding them to the Form Layouts that you amended in Forum Post 3. These are the processes that will be used to send the document from your record or from your Activity.

For the Record Type of the Document that you are sending

Open the Form Layout that you would like to add the Process button to, and open the Automation tab. Click on New Process Button, which will open up the window for configuring the button process.

The Script Location will be the Script Library, and the script is called ‘Adobe Sign Create Task from Transactions’. You should not copy the script to your own Library - keeping the Script Location as the Script Library ensures that you get any future updates that we make to the script.

 

Once you are happy that the Button process has been named appropriately and is running as the correct user, press Save. You will see a new tab appear called Parameters which will need to be set up as below:

  • adobe_sign_task_assigned_to_name: This should be set to the name of the user or queue that the Adobe Sign task should be assigned to on creation. If nothing is set here, then the Activity will be set to whomever the process is running as. If you would like the Activities to be added to a queue, you will need to create the Activity queue first before entering it’s name into this parameter. NOTE: If the Activity is assigned to a queue, a notification cannot be sent be sent to a User to let them know when the document has been signed.

  • contact_override: Instead of looking for a Primary Contact relationship, it first checks if this parameter is populated and if so, it uses that (as long as it is not blank) instead of the Primary Contact. Set this parameter to the field name of the field you would like to use instead of Primary Contact, e.g. cf_customer_invoice_invoice_contact.

  • contact_override_all: Setting this parameter to 1 if you want your document to be sent only to the Person that is specified in contact_override, or to 0 if you want it to be sent to all People that are related to your Transaction Document (this is the default).

  • create_multiple_docs: You can set the process up so that the user can send a transaction multiple times by setting the parameter value to 1. Set to 0 so the user can only send this document once.

    document-already-sent.png

  • pdf_name_override: Field name for overriding the name of the created PDF file, e.g. cf_customer_contract_pdf_name. If this is not set, it will use the default of Customer - Object Ref.

  • pdf_template_id: The id of the PDF template that will be used by this process. If using multiple PDFs, a separate version of this process button should be set up for each one. To find the Id of the PDF document, go to Configuration >  PDF Templates > PDF Templates and open the relevant template. Click on the information button in the top right corner and it will give you the Id. 

  • sender_address: Set this to override who the Adobe Sign Integration runs as when it creates a document. Leave blank to use the user details stored in Workbooks API data instead (which are automatically created by the ‘Adobe Sign Setup Users’ scheduled process).

 

For the Adobe Sign Task

The Tasks need to have a Process Button on them to, in case you create the Task without sending the document. To set it up is the same as above, except that the script is called ‘Adobe Sign SendDocumentFromTask’, and there is only one parameter, ‘sender_address’.