How To Automate eSignatures Using SignWell And Salesforce

Table of Contents

1. Introduction to Automating eSignatures
2. Why Automate eSignatures?
3. Case Study: Donate for Charity
4. Steps to Automate eSignatures with SignWell and SalesForce
• Step 1: Integrate SignWell with Salesforce
• Step 2: Automate The Creation of Pre Filled Documents
• Step 3: Send Documents For Signature Directly From SalesForce
• Step 3.1: How To Send Documents For Signature In SalesForce
• Step 4: Track Signature Status
• Step 5:  Collect Information From Unknown Signers
• Step 5.1: Send An Unknown Signer A Document To Sign In SalesForce (And Automate It)
• Step 6: Automating Document Storage
5. Benefits of Using SignWell with SalesForce
• Reduce Costs
• Save Time
• Improve Accuracy
• Ensure Compliance
6. Real-World Impact
7. Conclusion

One area where businesses can significantly streamline operations is through the automation of eSignatures. This guide will show you how to automate eSignatures using SignWell and Salesforce, a powerful combination that can save you time and money. We will walk you through a step-by-step process, setting clear expectations on what you can achieve by the end of this guide. Whether you're dealing with a handful of documents or thousands, this tutorial will provide a comprehensive solution to your eSignature needs.

Why Automate eSignatures?

Manual processes can be time-consuming and prone to errors. Automating eSignatures not only speeds up the workflow but also ensures accuracy and compliance. This is particularly important for organizations that handle a high volume of documents requiring signatures. Automation eliminates the human error factor, ensures that all necessary fields are filled out correctly, and makes the entire process seamless. Additionally, automation helps maintain a professional appearance, as clients and partners receive prompt and correctly formatted documents.

Let’s say you need to collect 3,000 signatures. Below, you'll find common problems you might encounter and how combining SignWell with Salesforce provides effective solutions.

Steps to Automate eSignatures with SignWell and Salesforce

Step 1: Integrate SignWell with Salesforce 

First, make sure you have an account with Signwell and SalesForce. 

To automate your eSignature process, the first step is to integrate SignWell with Salesforce. This integration allows you to generate and send documents for signatures directly from Salesforce. The integration setup is straightforward, involving configuring API settings and establishing a connection between the two platforms. Once integrated, Salesforce can seamlessly communicate with SignWell, enabling automated workflows.

Integrating these platforms means that Salesforce becomes the central hub for all your eSignature needs. Any data stored in Salesforce can be used to populate documents in SignWell, making the process incredibly efficient. This integration also ensures that all signed documents are automatically saved back into Salesforce, maintaining a single source of truth for all your documents.

If you need help configuring this, one of our documentation automation experts can help: Book a Call with Solusign.

Step 2: Automate The Creation of Prefilled Documents

Once integrated, you can generate documents prefilled with information from Salesforce. For example, an agreement can automatically include the name of the charity and its address pulled from Salesforce, eliminating the need for manual entry. This not only saves time but also ensures that all information is accurate and up to date.

Prefilled documents mean that there is no need to worry about missing or incorrect information, as everything is pulled directly and automatically from your Salesforce database. This reduces the chance of errors that can occur when data is entered manually. Moreover, it ensures consistency across all documents, which is essential for maintaining a professional image and meeting regulatory requirements.

Step 3: Send Documents For Signature Directly From Salesforce

From Salesforce, you can select the charities you want to collect signatures from and click "Send." All documents are then generated and sent out with no manual input required. This automated sending process ensures that all documents are dispatched promptly and received by the intended recipients without delay.

The ability to send documents in bulk is particularly useful for organizations that need to send out large volumes of documents simultaneously. This feature can save considerable time and resources, allowing your team to focus on more strategic tasks rather than getting bogged down in administrative work.

Step 3.1: How To Send Documents For Signature In SalesForce

Step 1: Inside SalesForce, select the documents you want to collect signatures for by clicking the checkmark box. To select all, click the top one.

Step 2: Click the “pencil icon” on the right.

Step 3: Click “send” from the dropdown.

Step 4: Track Signature Status

Tracking who has signed and who hasn't is crucial. Within Salesforce, you can pull a report to see the status of all documents—whether they’ve been sent, not sent, or completed. This status tracking ensures you know exactly where each document is in the process.

Real-time tracking capabilities mean that you can monitor the progress of all your documents at a glance. This feature helps in managing follow-ups efficiently, ensuring that no document is left unsigned. It also allows for better planning and decision-making, as you can quickly identify bottlenecks and take necessary actions to resolve them.

Step 5: Collect Information From Unknown Signers

Sometimes documents need signatures from multiple people. If you only have the information of the first signer, you can send a pre-signature form to them, prompting them to provide the details of the second signer. This information is then automatically updated in Salesforce. This step is crucial for ensuring that all required signatures are obtained without the need for multiple follow-ups.

Handling unknown signers can be a complex task, but with the right tools, it becomes manageable. The pre-signature form ensures that all necessary information is collected efficiently, reducing the risk of delays. This feature is especially useful for documents that require approval from multiple departments or individuals.

Step 5.1: Send an Unknown Signer a Document to Sign in SalesForce (and Automate it)

If you need to send a document to two signers but only know the first signer's information, you can create a data collection form to send to the first signer. They can then input the second signer's information. Once they do this, both signers' details are saved in Salesforce, enabling other automations to send reports and contracts for both signatures. If you need help creating a data collection form or setting this up, one of our documentation automation experts can help: Book a Call with Solusign

Example of Data Collection form for 1st signer to fill in the 2nd signer’s details.

Step 6: Automate Document Storage

Once documents are signed by all parties, they are automatically saved back into Salesforce with relevant naming conventions for easy retrieval. Additionally, backup copies can be created in cloud storage solutions like Dropbox. This ensures that all signed documents are securely stored and easily accessible whenever needed.

Automated document storage eliminates the need for manual filing and reduces the risk of documents being misplaced or lost. It also ensures that all documents are organized systematically, making it easy to retrieve any document at any time. This feature is particularly beneficial for maintaining compliance and ensuring that all documents are available for audits or reviews.

After all parties sign, a PDF copy of the document is automatically attached to Salesforce.

Benefits of Using SignWell with Salesforce

By integrating SignWell with Salesforce, businesses can:

1. Reduce Costs: SignWell is more cost-effective compared to other eSignature solutions, saving businesses significant amounts in subscription fees. This cost saving can be redirected towards other critical business areas, enhancing overall efficiency.
2. Save Time: Automation eliminates the need for manual data entry and document management. This time saving allows employees to focus on more value-added tasks, improving productivity and job satisfaction.
3. Improve Accuracy: Automated processes reduce the risk of errors that can occur with manual handling. This accuracy is crucial for maintaining compliance and ensuring that all documents are correctly executed.
4. Ensure Compliance: Keeping track of all signed documents and their statuses helps in maintaining compliance with legal and regulatory requirements. This compliance is essential for avoiding legal issues and maintaining a good reputation.

Case Study: Donate for Charity

Let’s look at a real-world example. Donate for Charity connects vehicle donors with nonprofits. A few months ago, their COO, Jean, needed all the charities they worked with to sign an updated version of their service agreements—around 3,000 documents in total. Jean's existing systems weren’t built for scale, and she faced a monumental task of manually copying information from Salesforce into each document and sending them one by one. This manual process was not only time-consuming but also left room for errors and inconsistencies, which could have serious implications for compliance and record-keeping.

Jean's challenge was further compounded by the need for these documents to be signed promptly to ensure continued service. The manual process would have taken weeks, if not months, to complete, putting their operations at risk. Automating this process with SignWell allowed Jean to manage this massive task efficiently, ensuring that all documents were accurately filled out and sent out for signature in a timely manner.

Real-World Impact: Jean’s Testimonial

Jean O’Donnell from Donate for Charity shared her experience of using Solusign's automated eSignature solution. The transformation was night and day. The automation not only saved her tons of hours but also made the process seamless and efficient. She highly recommends Solusign for their detailed and supportive implementation process.

Jean’s testimonial highlights the tangible benefits of implementing an automated eSignature solution. It underscores the importance of choosing the right tools and partners to ensure a smooth and successful implementation. The positive impact on Jean’s operations is a testament to the effectiveness of SignWell and Salesforce integration.

Conclusion

Automating eSignatures using SignWell and Salesforce can transform your document management process, making it more efficient, accurate, and cost-effective. If you're ready to take your business to the next level with eSignature automation, book a call with one of our document automation experts today: Book a Call with Solusign.

Happy signing!