How to Send Document for E-Signing

Note:- After configuring the basic settings of Sign Made Easy and adding the button to the page layout, you can initiate the process of sending documents for e-signature. For detailed steps on creating the SME button, please Click Here.

Step-by-step guide to initiating and managing document signing requests

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:- Add Documents

You can upload a new document or select documents already associated with the parent record’s Notes and Attachments.
You can search for a document by its name using the Add Documents search bar.
Supported file formats include PDF, DOC, and DOCX.
You may also add documents using the drag-and-drop functionality.
The maximum supported file size for each transaction record in Sign Made Easy is 15 MB.
To view only the selected documents, enable the Show Only Selected toggle.

You may select up to three documents per transaction
The total size of all documents within a transaction must not exceed 15 MB.

Step 5:- Add Recipients

You can add recipients by selecting existing Lead, Contact, or User records through the Add Recipient search bar. If the required recipient does not exist, you can create a new one using the Create New Recipient button.
The Create New Recipient button does not create Contact, Lead, or User records in Salesforce; it only creates Sign Recipient records.

Recipient Roles:- You can modify the recipient’s role as needed. The following three role options are available:

In-Person Signer

Used when the recipient signs in the presence of another person (often the sender). This role is commonly applied in face-to-face agreements or transactions requiring supervised signing.

Carbon Copy (CC)

Provides the recipient with a copy of the document for reference only. They are not required to sign or interact with the content. This option is typically used for auditors, managers, or compliance teams.

Signer

Used when the recipient is expected to sign the document electronically at a later time. In this case, the document is sent to the recipient’s email for e-signature.

Note:- You can add multiple Signers, CCs, and In-Person Signers within a single transaction record. however, maximum of five recipients is allowed per transaction.

Signing Order :- Signing Order is the specified sequence in which recipients are required to sign a document, ensuring an organized and controlled workflow.

Note :- If Signing Order is enabled, signer notifications are delivered sequentially as per the defined order. If disabled, notifications are sent to all recipients at the same time.

Step 6:- Advanced Options

This section enables you to provide recipients with clear, customized communication while ensuring that completed documents are seamlessly stored in Salesforce for future reference.
Subject :- Allows you to define the subject of the email notification sent to recipients. You can customize it as per your requirement.
Message :- The body of the email where you can provide personalized instructions, context, or details about the document being signed.
Save Completed Documents Back to the Salesforce Record :- When this option is checked, once the signing process is completed, the finalized signed document will automatically be saved back to the related Salesforce record (e.g., Lead, Contact, Opportunity, Account, or a custom object).
This keeps signed files directly accessible in Salesforce.
File Name :- Allows you to choose how the signed document should be named when it is saved in Salesforce.
Typically, two options are available: Document Name and Document Name with Transaction Status, ensuring that files are easily identifiable.

Note:- The "Save Completed Documents Back to the Salesforce Record" functionality is dependent on the "Enable Document Cloning" toggle in General Settings. For detailed information on General Settings, Click Here.

Step 7:- Expiration and Reminder Section

This section lets you set a transaction’s expiration date and schedule automated reminders to ensure documents are signed on time.

1) Transaction Expiration

Date & Time:- Specify the exact date and time when the signing request (transaction) will expire.
Once expired, recipients will no longer be able to access or sign the document.
Days to First Reminder:- Indicates the number of days before the expiration date when the first reminder email should be sent to recipients.

2) Expiration Reminder

Date & Time: Specifies the date and time by which the recipient will receive the reminder email.
Reminder Frequency (Days):- Set how often reminders should be sent until the transaction is either completed or expired (e.g., every 2 days).

Action Buttons :- On the Create Transaction page, once documents and recipients are added, you will see the following action buttons in the top-right corner:

Cancel :- Click this button to exit the transaction creation process. Any unsaved progress will be discarded.
Send Now :- Click this button to immediately send the transaction email to recipients.
Preview and Tag:- Click this button to open the tagging interface. You can add tags by dragging and dropping them to the appropriate locations in the document before sending it to recipients..

Note:- An additional button, Begin In-Person Signing, will appear if an In-Person signer role has been assigned. This option lets you start the in-person signing process directly.

Step 8 :- Adding Tags to the Document

You can add tags to the document in the following two ways:

Using Sign Parameters

Insert predefined tag syntax directly into the document to position tags at the required locations.
For more detailed information on sign parameters, please Click Here.

Using Drag-and-Drop

From the Preview and Tag page, you can simply drag and drop the desired tags (e.g., signature, initials, date) onto the document. To access this option, click the Preview and Tag button.

Next, drag and drop the required tags onto the document at the appropriate locations.

You can customize tag settings by editing them in the Tag Properties Panel, as shown in the image below.

Note:- If you have added more than one recipient, you must add tags for all recipients before proceeding. You can switch the selected recipient to add tags for each one.

Action Buttons

Discard :- Cancels the current signing process or document setup without saving any changes.
Save Draft :- Saves the current document setup as a draft, allowing you to resume and modify it later.
Send :- This button becomes active once tags have been added for all recipients. Click it to send the email notification to the recipients.

Step 9:- 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 10:- By clicking "I Agree," you confirm that you have read and reviewed the terms and conditions of Sign Made Easy through the Electronic Record and Signature Disclosure. You also consent to the use of electronic records and signatures for reviewing and executing this document .

Step 11:- To complete the transaction record, enter the required values in the tags. This can be done by clicking on each tag and providing the necessary input.

Signature Style Selection

This window allows you to confirm your identity and select a preferred signature style for signing the document. The available options are:

Choose Style – Select from predefined electronic signature styles.
Draw – Create your own signature by drawing it manually.
Upload Your Own – Upload an image of your handwritten signature.

Required Fields:

Full Name – Enter or confirm your full legal name as it should appear on the document.
Initials – Enter or confirm your initials for use within the document.

After completing the required fields, click Adopt Signature and Sign button to apply the chosen style and proceed with signing the document.

Note:- By adopting a signature, you acknowledge and agree that your electronic signature is legally binding.

Additional Options in the Signing Interface

The signing window provides several additional options, accessible from the dropdown menu next to the Complete Sign button. These options allow you to manage the transaction more effectively:

Reassign Signer :- Delegate the signing responsibility to another authorized recipient.

Cancel Transaction :- Terminate the ongoing signing process for the current document.

View Terms and Conditions :- Review the terms and conditions governing the e-signature process.

Help & Support :- Access support resources for assistance with the application. For more detailed information, Click Here.

About SME :- Access detailed information about the Sign Made Easy platform by visiting Sign Made Easy.
Download:- The Download section primarily includes the following two options:

Download Audit Trail:- This option allows the user to download a detailed audit trail of the document. The audit trail typically includes information like who viewed, signed, or declined the document and timestamps of each action.
Download PDF:- This option lets the user download the actual document as a PDF file, containing the content of the document itself.

Step 12:- Click the Complete Sign button to finalize the signing process. Once completed, the document will be marked as fully signed. A confirmation email will be sent once all recipients have completed their signatures.

Step 13:- To view detailed transaction and recipient actions, click the 'to view the audit trail link'.

E-signature process for the documents has been successfully completed.