After you complete the negotiation process with the customer, you can send the finalized agreement document to the customer for gathering signatures. When the agreement is ready to execute, you can collect the required internal and external signatures. Depending on your organization's requirements, you can send the agreement document for a manual signature to your customer or if a third-party application, such as Echosign or DocuSign is installed in your org, you can send the agreement document for an electronic signature. 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. 

User Permissions Needed
To send a document for signature:Agreement: Edit.

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

  • 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.
  • You can also upload manually signed documents for the agreement. For more information, see Uploading Signed Documents in Lightning.

To Send an Agreement for Manual Signature

  1. From the Agreement detail page, click the Send for Signature button.
  2. From the Attachments section, select the file to send for signature and click Next
  3. (Optional) Select files to attach to the review email from Parent, Child, or other agreement records related to the current agreement. 
    1. Select the type of agreement to show attachments from. 
    2. Select any attachments from the list displayed under "Attachments" to add to the review email.

      In Version Aware agreements, you must select at least one latest document version and you can also select documents from Files or Notes and Attachments.

    3. Repeat steps a – b for additional agreement types.
    4. Click Next when you are finished.

    The Show Attachments From page is only shown if the current agreement has related records.

  4. (Optional) Choose the form of document protection to be applied to any documents selected as attachments in previous steps.

    Note

    The Apply Document Protection page is only shown if Agreement Document Protection rules for "Send to Other Party for Review" are specified and properties for document protection are enabled. For more information, see Setting Up Agreement Document Protection and Admin Objects in the Contract Management Administrator Guide.

  5. (Optional) Select an appropriate template for your agreement document and click Next.

    Important Notes on Email Template Selection

    • A default email template is usually configured by your administrator (using an Admin property) for the Send for Signature action. Check with your administrator if you are unsure.
    • If no Email Template is selected and no default email template has been configured (using the above properties), the Email Template "Apttus Email Template For Review Signature" is used. In most cases, this template not configured as "Available for Use" and must be manually set to true or an error will occur. In the case of a new installation of the package (non-upgrade), this Email Template is automatically configured as "Available for Use."
    • You cannot return to the Select Email Template page after you click Next. If you decide you want to use a different email template after this point, you will have to cancel the Send for Signature and start over from the agreement record.
  6. In the To field, enter the name of the contact you want to send the document to. 

    Note

    At least one recipient must be specified in the To field. If the email IDs or contacts specified in the To or Additional To fields are invalid, when the APTS_EnableValidationForEmailWithoutUserContact property is set to true, an error is displayed.

  7. Enter or use the Lookup icon to add recipients to the Additional ToCc or Bcc fields.

    Note

    If there are many contacts (for example, more than one million), you can launch a custom pop-up page where you can quickly search and select contacts for the Additional To, Cc, and Bcc fields.

    1. Click the Lookup icon next to the Additional To field to launch the Email Address Lookup window.
    2. Search for contacts and add them to the Additional To RecipientsCC Recipients, and BCC Recipients lists.
    3. Click Save.

    You must set the admin setting APTS_EnableCustomEmailAddressLookup to True-only then is the custom pop-up page is displayed; otherwise, the standard Salesforce pop-up page is displayed. At least one recipient must be specified in the Additional To field.

  8. Type a mandatory Subject and Body for your email and click Send. The activity is logged in the Activity History. The Status Category changes to In Authoring and the Status changes to Other Party Review for your agreement record. After the agreement document is signed, all the clauses are marked as Final in the Agreement Clauses section. 

    Note

    The Admin Property APTS_DefaultEmailContactName is required to create an "Email: Subject" entry on the Agreement record Activity History Related List after the email is sent. If the property is not defined or is invalid, details are not recorded in the Activity History. After the customer signs the agreement document, you can activate the agreement.

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 or Docusign wizard. For more information on EchoSign, refer to the Adobe Sign Integration Guide. For more information on DocuSign, refer to the DocuSign for Apttus Administrator and User Guide. The Status Category changes to In Signatures and the Status changes to Other Party Signatures for your agreement record. After the customer signs the agreement document, you can activate the agreement.

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 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 fully signed single or multiple documents from EchoSign are available In Contract Management as the major version with name as Executed Document in the Document Version related list.
  • The intermediate signed documents from EchoSign are available in Contract Management as a major document version with name as Intermediate Signed Document in the Document Version related list.