eSign & Document Generation: Administrator Guide

Answer

eSign & Document Generation: Administrator Guide

Answer

Welcome to Foxit for Salesforce comprehensive Admin Guide! If you're exploring our integration for the first time, you're in the right place. This guide is designed to walk you through essential functionalities, providing step-by-step instructions to help you optimize document management processes within Salesforce.

Quick Links

How to create a custom button in Foxit for Salesforce

The Custom button is essentially a component inside a Salesforce object that allows you to perform actions and enable additional functionality to your Salesforce instance using Foxit for Salesforce. First, let’s quickly look at the basic button setup. Then, we’ll go a step further and show you how to work with Foxit’s Lightning Components to improve your users’ experience.

How to create a Send Document for Signature custom button

Creating a send for signature button will allow your users to easily select templates from their own computers or defined by you and send them for signature.

Go to your Foxit Setup Tab Page and click on ‘Create and Manage Custom Buttons ’ under eSignatures
In the Foxit Custom Button page, you’ll be prompted to select the data source for your custom button. Foxit for Salesforce supports any layout available as a standard Salesforce object. This is an opportunity to add only areas where your button should be created based on your use case (e.g., include ‘Quote’ if your use case is only sending quote documents to customers). We’ll select ‘Opportunity’ for the purpose of this guide:

Additionally, let's check the eSignature custom button option 'Send via Foxit' and click 'Next.'
Now, in this page you can select a specific page layout you would like the button to be displayed. If you control and customize your page layouts for different roles (Marketing, Sales, or Support teams) choosing a specific one can be beneficial, as you might want to hide the button for specific teams. If not, just select the general Opportunity Layout as below.

Click ‘Save and Close’.
And that’s done! Now, let’s ensure that you see the button in your opportunities page. Navigate to Setup on your top-right Settings button:
Under Object Manager, look for the name of the data source you selected. In this example, you are going to select ‘Opportunity’. In the search bar, type your data source, click and select the data source.

From here, you will select the layout in which you added the custom button. This will prompt you to the page layout. Select ‘Mobile & Lightning Actions’. Here you will be able to drag and drop the custom button into the “Salesforce Mobile and Lightning Experience Actions”.

Once you’ve dragged the button to the ‘Salesforce Mobile and Lightning Experience Actions’, click ‘Quick Save’. Your layout will now have the ‘Send via Foxit’ button!
Navigate back to your data source and you will see the ‘Send via Foxit’ button on the top right as shown below.

Your button is sitting there, at the top right of your Opportunity navigation bar. This will be available for all of your users if no specific permissions are assigned. Using your Salesforce permission sets, you can control who accesses this button. We give you an example of how to do it in the section Restricting custom button access and features to users.

How to create Generate Document button

Head to your Foxit Setup Tab Page and click on ‘Create and Manage Custom Buttons under “Document Generation”
You’ll be prompted to select the data source for your custom button. Foxit for Salesforce supports any layout available as a standard Salesforce object. This is an opportunity to add only areas where your button should be created based on your use case (e.g include ‘Quote’ if your use case is only sending quote documents to customers)

We’ll select ‘Opportunities’ for the purpose of this guide:

Additionally, let's check the Document Generation custom button option 'Generate via Foxit' and click 'Next'.
Now, in this page you can select a specific page layout you would like the button to be displayed. If you control and customize your page layouts for different roles (Marketing, Sales or Support teams) choosing a specific one can be beneficial, as you might want to hide the button for specific teams. If not, just select the general Opportunity Layout as below.

Click ‘Save and Close’.
And that’s done! Now, let’s ensure that you see the button in your opportunities page. Navigate to Setup on your top-right Settings button:
Under Object Manager, look for the name of the data source you selected. In this example, you are going to select ‘Opportunity’. In the search bar, type your data source, click and select the data source.

If this is your first time adding a custom button, you may have a prompt screen that will have you select ’override the predefined actions’.

Once you’ve dragged the button to the ‘Salesforce Mobile and Lightning Experience Actions’, click ‘Quick Save’. Your layout will now have the ‘Generate via Foxit’ button!
Navigate back to your data source, and you will see the ‘Generate via Foxit’ button on the top right, as shown below.

Your button is sitting there, at the top right of your Opportunity navigation bar. This will be available for all of your users if no specific permissions are assigned. Using your Salesforce permission sets, you can control who accesses this button. We give you an example of how to do it in the section Restricting custom button access and features to users.

How to add Foxit for Salesforce Lightning Component

Now, beyond custom button usage, you can also create Foxit’s own Lightning Component to give the button a better look and feel for your Salesforce users. Lightning components make it easier for users to find the option in their opportunities, avoid confusion, and make your app look professional and clean.

Enabling Experience Builder

To create the component, you’ll need to enable Salesforce’s Digital Experiences app. If you haven’t done so, Just search for the Digital Experience app in your navigation bar. If the app is not enabled, follow this Salesforce article on how to enable it before you proceed.

Please note: The Experience Builder is not available if you use Salesforce Classic.

Once the Experience Builder is enabled, you are able to go into an object where you have added a component. Let’s go back to the opportunity we’ve shown previously:
Now, click on the Setup settings menu on the top-right of the page and click on ‘Edit Page’
This will trigger the Salesforce Lightning App Builder, which will show your opportunity and all the Lightning elements.
On the left sidebar, look at the ‘Components’ tab and go to the Custom – Managed section and do a search for the ‘Foxit’ keyword. You will see two components:

Foxit | Generate Documents
Foxit | Send Documents
The buttons are draggable, so let’s drag them and drop on our right-side ‘Related’ column:

Note: You can set Filters to control the visibility of this component, such as reaching a specific value on a field and more. You can read more about it in Salesforce’s official help article.

Now, let’s drag the Send Document for Signature component as well:

You will be prompted to Activate the page immediately or later on:

And you will need to choose in which level you would like this page to be assigned for display. If you don’t have any complex custom assignments for your opportunities, click ‘Assign as Org Default’ and manage this later on your Setup. See Salesforce’s official help article for more info on activation and page assignment.

Now, click on Save and return to your Opportunity object.
Done! Your opportunity object is now mapped with these good-looking Foxit for Salesforce Lightning Components:

Now, you’ve set up your custom buttons and lightning components! You can get started enabling documents and templates for your users to generate documents and send files for signature.

How to create Foxit for Salesforce Documents and Templates

Documents are the foundation of the document management and e-signature processes in Salesforce. Through documents, you can create re-usable templates that can be manually and/or dynamically modified to fit on your workflow, representing key areas of your business such as contracts, agreements, letter of offers, invoices, and more.

Types of Foxit for Salesforce Documents

In Foxit for Salesforce, there are two ways to work with documents. One is through our ‘Generate Documents’ component, and the other is by creating e-signature templates using the ‘C to be used exclusively for signing files.

How to create Documents using Foxit for Salesforce

The Document Generation module leverages Foxit technology to enable a series of workflows in Salesforce, such as invoicing, contract management, and more. Everything starts with a sample word document you will use as a template.

Document Text Tags

Foxit for Salesforce uses tags to automatically recognize Salesforce fields and link your document fields to it, without unnecessary manual mapping. Let’s look through the tag examples in the sample invoice document below:

How to create e-signature templates using Foxit for Salesforce

E-Signature templates are documents that also contain advanced features available through Foxit’s e-signature technology. There are multiple ways to create e-signature templates. You can look through each template format below.

From the Foxit for Salesforce Setup page, let’s click on ‘Create and Manage Templates’ from your e-Signature box and start a new template file.
In your template list tab, click on ‘New’ to create a new e-signature template document
There are three types of e-signature template creation workflows. See the image of the options and use the table for additional information.

Workflow Type	Description	Examples of when to use
Create Salesforce Template	Create Salesforce Template option will create a template based on a PDF file and map to Salesforce.	Recommended when creating a template for the first time or when using PDF documents.
Map Foxit Template	This workflow option will not provide a file upload. It will show a dropdown of templates available in your ‘Foxit eSign’ account, if you have Foxit eSign as part of your plan.	When you use Foxit eSign as your main e-signature tool and want to extend this sending feature in Salesforce.
Custom Document Workflow	This will create an e-signature template from a Word document file and map to Salesforce.	Recommended for advanced templates using Tags or when using Word documents.

For this article, we are going to use the ‘Create Salesforce Template’ option.
Now, upload a file from your computer to use for your template. The name of the template will be auto-filled based on your file name. You are able to modify this if you'd like to.
Now, you will select the data source for your templates. The data source selected here will make sure that this template will only be seen in this object. (e.g selecting ‘Opportunity’ data source will ensure that this Contract can only be sent for signature through an opportunity).

Click on ‘Next’.

Your contract will be displayed in Foxit’s e-signature viewer. You have the option to drag-and-drop form fields to your template that can be used by the users signing your document later on.

Add form fields to the document as below, and click next to continue creating your template. If you would like fields to display values from Salesforce, make sure you add ‘Data Entry Fields.’ You will add a Date field for the contract (Date_Contract) and a Text field for the company (Company_Name).

Note: You must click ‘Save’ before moving to the next step to ensure the fields are added to the template.
After adding form fields to the template, you are able to map your form field with recipients. This will ensure that this template is also sent to specific people inside or outside your organization by default. Click on ‘Add Recipient’.

There are three different ways of adding recipients to your e-signature template. See the table below to understand what each option means for your template.
You will use the Users/Contacts option to select a recipient inside the Salesforce opportunity. This can be the Sales Executive (Opportunity Owner), or another recipient within your Foxit for Salesforce users. Additionally, you can choose that recipient permissions for the document (Sign Only, Fill Forms and Sign or View Only). You will select the opportunity owner, and assign him a View Only permission.

Beyond adding a recipient, you can also enforce a signing sequence to the document signing order.
So far you’ve included a document, added form fields, and selected default recipients for your template. Now, a key feature to enable workflows in Salesforce is to map form fields in the template document with Salesforce Opportunity fields. This will ensure your document will get automatically pre-filled with data from your Salesforce opportunity when you send it for signature. You will get the two fields we’ve created: Date field for the contract (Date_Contract) and Text field for the company (Company_Name). You can see they appear in the dropdown below:
And you will select a Salesforce object to match them with. In this case, the Contract Date will display the date when the Salesforce opportunity was created. And Company Name will display the Opportunity name.
Now, you can save this template to your organization to be re-used as many times as needed in your opportunities. Select the layout where you want the template to be displayed (If you have a custom layout of your opportunity you would like to restrict users from).

Additionally, Foxit for Salesforce allows you to automatically save this template to your opportunity once it is signed and finalized by your customer (You will receive an email notification that the document has been fully executed). You can select this to enable that workflow automatically, as well as select file name prefixes for the signed files.

This feature is explained in more detail in the section “Automatically Save files to Salesforce”.
Your template is now ready for use! You can see it displayed in your ‘Templates List’ tab
But more important than that, it’s available for use in your Opportunity. Let’s look at the sample ‘Mario Bros Opportunity’ and our Send Documents Component. Our contract agreement is there!

And that’s it! You’ve just created a template that can be used by your company as many times as needed, with your own configuration, fields, and recipients. If you want to ensure your company follows the correct formatting and document versioning for your official documents such as quotes, contracts and more, templates are the best choice.

These are the basic steps of setting up Foxit for Salesforce for your organization as an Administrator. In the User Guide section, we’ll show how you and your users can enhance your company's workflows using templates, generating and sending advanced files for signature.

How can we help?

eSign & Document Generation: Administrator Guide

Provides an administrator guide covering setup, configuration, and account management tasks for Foxit eSign.