After you complete the negotiation process with the customer, you can send the finalized agreement document for signatures to internal or external signatories. You can send the agreement document for a manual or electronic signature to a third-party application such as Echosign or DocuSign.

You can send documents in all file formats that the Salesforce platform supports including DOC, DOCX, RTF, and PDF using X-Author for Contracts. You can also upload manually signed documents for the agreement. For more information, see.Uploading Signed Documents.

You can send the document in PDF format using Conga for Google Docs. For more information, see Updating and Checking In Contract.

Once you receive the manually signed documents from the customer, you can upload the signed documents to finalize the agreement. Documents in the review are not available to send for signatures or eSignatures. 

Note

Before sending the agreement document for signature, you must ensure that a final version of the agreement document is present in the Notes & Attachments related list.

Prerequisites

  • The agreement document is reviewed.
  • The Status Category for the Agreement is In Authoring.

Limitation

  • You cannot send a document with protection for signatures if your organization has set up High-Assurance Session Security at a user profile level. As a result of the security, the sessions cannot be generated in asynchronous calls.
  • For information on supported file sizes, see Supported File Sizes in Lightning and Supported File Sizes in Classic.

To send an agreement for manual signatures

  1. On the Agreement detail page, click the Send for Signatures button.
    The Select Documents page is displayed. You can view the latest version of the agreement documents. You can sort the columns to view ascending or descending order of data in a column.

  2. From the Agreement Documents section, select agreement documents that you need to send for signatures. From the Related Agreement Documents section, select related agreement documents that you need to send for signatures.

  3. (Optional) You can use the agreement documents search box to search for agreement documents with the document name. You can use the related documents search box to search for related documents with document name, agreement name, or agreement relationship.

    If the agreement has any related or child agreement documents, you can view the Related Agreement Documents section and select related or child agreement documents that you need to send for signatures. You can click the Show Filter icon () to filter Related, Sibling, Parent, or Child agreement documents. 

  4. (Optional) To add, remove, or reorder columns:
    1. Click the settings icon () to configure the fields to view the Select Fields to Display popup. 
    2. To add a new column, select a field from the Available Fields and click the  icon to move the field to Visible Fields.
    3. To remove a column, select a field from the Visible Fields and click the  icon to move the field to Available Fields.
    4. To reorder the columns, click  or . 

    5. Click Save.

  5. After you select documents, the Next button is enabled. Click Next to proceed to the next step.

  6. In the Email Detail section, enter contacts or recipient email addresses. 

    At least one contact must be available in your org. You can add a maximum of 150 recipients.

    When the APTS_DefaultSendersforReview_SendToOtherPartyForSignatures admin entry is configured with required signatories, it adds them to the To field of the email. You can remove a default signatory if needed.

    When the APTS_IncludePrimaryContact admin entry is set to true, it adds the primary contact from the agreement to the To field of the email.

  7. (Optional) If you need to update the email subject, you can enter the new subject in the Subject field.

  8. (Optional) If you need to change the email template, click the Select another email template hyperlink to change the email template. In the Select Email Template window, select an email template folder from the dropdown and then select an email template. This displays a list of templates from the selected email template folder.

    1. Enter the template name or its unique name in the search box to search for templates.

      If you enter a template name in the search box, the system searches the templates based on their names and displays relevant results. If you enter a template unique name in the search box, the system searches the templates based on their unique name and displays relevant results.

      Suppose a template has both a name and a unique name in common and you search by name, the system prioritizes filtering by the unique name. The search result displays the name and unique name of each template and any other relevant details. You can select the desired template from the search results and send the documents for signature.

      If no templates match the search criteria, the system displays an error message “No templates were found. Please enter a valid unique name or template name to search.”


    2. Click Save. 

      The default email template is based on the value set for APTS_EmailTemplateForReview or APTS_EmailTemplateForReviewSignatures admin entry. If the admin entries are not configured, the default email template is set to the template provided by Conga. The default email template folder is based on the value set for the APTS_DefaultEmailTemplateFolder admin entry. 

      When the APTS_SkipEmailTemplateSelection admin entry is set to true, you cannot see the Select another email template hyperlink to change the email template. Default Template will be selected. For information on admin entries, see Admin Entries.

      The APTS_EnableValidationForEmailWithoutUserContact admin entry is not applicable in Lightning, the admin entry is still applicable in Classic.

  9. (Optional) If you need to add any supporting document from your local drive:
    1. In the Attached Documents section, click Add More.
    2. Drag and drop or upload documents from your local drive.
    3. On the Upload Files popup, click Done after the documents are uploaded.

    4. Click Add.

      If the comply user property is not configured then you can view the add more button by default. For more information, see Comply User Properties.

  10. (Optional) If you need to remove an uploaded document, click the remove icon () beside the document name. The remove icon is not available for agreement documents If you need to remove agreement or related documents, click Previous and unselect the required documents.

    You can only remove uploaded supporting documents from the Attached Documents section. No review cycle or document protection is added for the uploaded supporting documents.

  11. Click Send.
    The Status Category changes to In Signature and the Status changes to Other Party Signature for your agreement record.

After the agreement document is signed, all the clauses are marked as Final in the Agreement Clauses section. In the version aware agreement, the Document Type of the signed document is updated as the Executed Document.  An executed document is a finalized version of an agreement that is ready for activation.

To Send an Agreement for Electronic Signature

  • You must have sent a generated Agreement document to the customer for review.
  • You must ensure that the Status Category for the Agreement record is In Authoring.

From the Agreement detail page, click the eSignature button. This action takes you to the EchoSign, DocuSign, Conga Sign, or OneSpan Sign wizard. For more information on EchoSign, see Adobe Sign Services documentation. For more information on DocuSign, see DocuSign Services documentation. For more information on Conga Sign, see Conga Sign documentation. For more information on OneSpan Sign, see OneSpan Sign documentation.

The following conditions apply when you send documents in the Version Aware agreement for eSignatures in DocuSign or Conga Sign:

  • The Status Category changes to In Signatures and the Status changes to Other Party Signatures for your agreement record.
  • The signed agreement documents are stored in the Document Version-related list.
  • All the agreement clauses are marked as Final.
  • The Document Type is updated to Executed Document.

Note

After an agreement document is signed, all the smart clauses are marked as Final in the Agreement Clauses section. 

The following conditions apply when you send documents in the Version Aware agreement for eSignatures in EchoSign:

  • You can send generated, regenerated, supporting, imported offline, created offline, or manually uploaded documents.
  • You can select any document from Files or Notes and Attachments. You can also select the latest document version from the Document Version-related list.
  • The Document Type of the signed document is updated as the Executed Document.
  • The intermediate signed documents from EchoSign are available in Contract Management as a major document version with the name Intermediate Signed Document in the Document Version related list. In the version aware agreement, the Document Type of the document is updated to Intermediate Document.