Write Back Configuration

Note:- Available in Sign Made Easy PRO
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Write Back Configuration

Writeback in Salesforce refers to the automated process of updating Salesforce records with data captured from signed documents. This functionality, typically facilitated through eSignature solutions such as Sign Made Easy, ensures that relevant information is seamlessly recorded back into Salesforce, eliminating manual updates and maintaining data accuracy.
When fields are configured for use, recipients have two options for adding the appropriate tags to the documents:

Using Drag and Drop

A dedicated Writeback section is available on the Tag Document page.
The list of writeback tags is generated based on the fields configured for the parent object from which the Sign Made Easy process originated.
Drag and drop the required writeback tag onto the document for the signer responsible for providing the information.

Using Tag Syntax

Similar to standard SME Basic tags, writeback fields can also be added to documents using tagging syntax.
To simplify the process, each writeback field in the Writeback Field Properties section includes an example of the tag syntax.
Recommended: Copy and paste the tag syntax into your documents using any supported document or PDF editor, then update the signer index as needed.

Comprehensive Instructions for Setting Up and Managing Write Back Configuration

Step 1:- Navigate to the App Launcher, enter Sign Made Easy in the search bar, and click to access the application.

The Write Back Configuration tab is located within the Sign Made Easy Setup section.

Note 1 :- To enable writeback, the sign transaction must be linked through a lookup relationship to the Salesforce object where the data is intended to be written back.

Note 2 :- By default, Sign Made Easy provides lookup relationships with the following Salesforce objects: Contact, Account, Opportunity, Case, Lead, and Contract. If you want to enable Write Back functionality for any other Salesforce object, you must create a custom lookup field on the Sign Transaction object by following the custom lookup field creation procedure. Otherwise, you may skip this step.

Procedure for creating lookup field with sign transaction Follow these steps

Navigate to Object Manager
Search for Sign Transaction object
Inside the Sign Transaction object, go to Fields & Relationships.
Click New.
Choose Lookup Relationship as the field type.
Click Next. Choose the Salesforce object you want to link to (e.g., Order, Asset, Custom Object, etc.).
Click Next.
Enter the Field Label (e.g., "Related Order").
The Field Name will auto-fill.
Click Next.
Select the profiles that should have visibility into the field.
Click Next.
Choose the page layout(s) to add the lookup field to.
Click Next.
Click Save to create the lookup field.

Note:- For more details about creating a Custom Lookup field, please Click Here.

On the Configuration tab, users can search for both standard and custom Salesforce objects, select the fields to be made available for writeback by clicking the Add (+) button, and define the basic properties of those fields. Once configured, these fields can be used as tags within the documents.

Field Types Supported for Write Back

Picklist
Double
String
Email
Phone
Integer
Boolean
Encrypted string
Lookup

Note :- Standard picklist fields are supported for write back in Sign Made Easy. However, multi-select picklists and dependent picklists are not compatible with the write back functionality.

Write Back Tagging Syntax

The recommended method for adding configured writeback tags to your documents is to copy and paste the tagging syntax directly from the Writeback Field Properties page into the desired locations within the documents.

Configuring Default Writeback Settings in Sign Made Easy

In Sign Made Easy, writeback tags can be set as either optional or required by selecting the field in the Write Back Field Properties section and checking or unchecking the Required option. Additionally, you can customize the tag label to define how it appears in the document and adjust its size as needed.

Filter By dropdown: It allows users to refine the list of fields displayed for configuration. The available options include:

All Fields – Displays all fields of the Salesforce object, including both active and inactive fields.
Active Fields – Displays only the enabled fields of the Salesforce objects.
Inactive Fields – Displays only the disabled fields of the Salesforce objects.
Object Name – Displays fields specific to the selected Salesforce object (e.g., Account).

The dropdown menu beside each field in the Write Back Field Properties section provides options to manage the selected field. By clicking the dropdown, users can choose to:

Edit :- Modify the field’s properties, such as marking it as required or optional, adjusting the label, or resizing the tag for documents placement.
Delete :- Remove the field from the writeback configuration if it is no longer needed.

Note :- Each writeback tag must be assigned to a single signer to avoid data conflicts during the writeback process. When configuring documents, ensure that only one signer is linked to each writeback tag, as multiple assignments will result in an error.

You have now successfully configured the writeback tags for use in documents. Next, proceed to send the documents to the recipients with the configured writeback tags.

Step 1:- Open the App Launcher, search for the object where the SME button was created, and select it to proceed.

Step 2:- Navigate to the record page of the selected object from which you intend to initiate the SME process. If no record exists, create a new one by clicking the New button before proceeding.

Step 3:- Next, click the button you created. The Create Transaction interface will appear, allowing you to add documents and recipient details.

Step 4:- Upload or select the documents, and then select existing recipients or create new ones as needed.

Note:- Maximum of three documents and up to five recipients can be added to each transaction record.

Step 5 :- Once you have added the recipients and documents, proceed to add the tags into the documents. Recipients have two options for adding the appropriate tags to the documents:

Using Sign Parameters Functionality :- This method allows tags to be inserted into documents by defining tag syntax. It is especially useful for templates, as predefined tags can be automatically recognized and applied during the signing process. For more details about sign parameters, please Click Here.
Using Drag and Drop Functionality :- Allows users to visually place tags onto documents by dragging them from the available tag list and dropping them at the desired location for the recipients e-signature.
Tags can be dragged and dropped within the section that opens after clicking the Preview and Tag button.

Step 6 :- Now, drag and drop the writeback tags onto the documents at the desired locations.

Step 7 :- Now, click the Send button to send the email to the recipients.

Step 8 :- After the documents are sent, recipients will receive an email notification. To complete the e-signature process, they must open the email and click the View Document button.

Step 9 :- To complete the transaction, enter the required values in the tags if you have been added to the document. Simply click on each tag and provide the necessary information.

Step 10 :- Once the documents have been signed, open the object record where you initiated the SME process and verify that the data from the provided tags has been updated in the intended fields.