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How to Configure Write Back After Signing for PDF Documents

Explains how to configure write-back of signed PDF documents after a signing process completes in Foxit eSign.

Answer

Overview

The Write Back After Signing feature allows data entered or modified during the signing process to be written back to selected fields in Salesforce.

This article explains how to configure writing back for PDF documents, how field mapping works, and what to expect after signing.

Applies To

  • PDF types

Write Back is supported for PDF documents only. DOC/DOCX (DocGen) document types are not supported yet.

Prerequisites

Before proceeding:

  • A PDF template must be created.
  • Fields must be placed on the PDF.
  • The document must be configured for sending via Salesforce.
  • Writeback must be enabled for selected fields.

 

Steps to Configure Write Back for PDF

Step 1: Prepare the PDF Template

  1. In your template list tab, click on ‘New’ to create a new e-signature template document.

 

  1. There are three types of e-signature template creation workflows.

 

  1. For this article, we are going to use the ‘Create Salesforce Template’ option. This will create a template based on a PDF file and map it to Salesforce, which is recommended when creating a template for the first time or when using PDF documents.

 

  1. Now, upload a file from your computer to use your template. The name of the template will be auto filled based on your file name. You can modify this if you prefer.



  1. 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 the ‘Opportunity’ data source will ensure that this Contract can only be sent for signature through an Opportunity).

 

Click on ‘Next.’

 

  1. 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.

 

  1. Add form fields to the document 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.’

 


Step-by-Step Field Mapping Instructions

  1. Select Field Type: Under the Data Entry Fields section on the left sidebar, click and hold a field type, such as Text Field.
  2. Place Field on Document: Drag the field to the desired location on the PDF file you have uploaded (DemoWriteBack pdf file).
  3. Configure Field Properties: Once a field is selected on the document, the Field Properties panel will appear on the right.
  4. Set Field Name: In the Name (Optional) box within the properties panel, enter the specific Salesforce field name or the required mapping syntax (e.g., Opportunity Name, Stage Name, Opp Data Field 1 and Opp Data Field 2).
  5. Assign Recipient: Use the Recipient Parties dropdown (e.g., "Party Number 1") to assign which signer is responsible for or associated with that specific field.
  6. Progress to the Next Step: After all necessary fields (such as Opportunity Name, StageName, or signature fields, etc.) are placed and named.

 

Step 2: Define Write Back Fields

When configuring the PDF:

  • Select the fields that should write data back after signing.
  • Mark those fields accordingly.

For example:

  • Enable write back for:
    • Opp Data Field 1
    • Opp Data Field 2
  • Do NOT enable write-back for:
    • Opportunity Name
    • Stage Name

Only fields marked for writeback will be updated in Salesforce.

Click the Next button in the top-right corner of the Foxit interface to proceed to the Recipients stage.

Note: You must click “Save” before moving to the next step to ensure that the fields are properly added to the template.



  1. After adding form fields to the template, you can map your form field with recipients. This will ensure that the template is sent to specific people inside or outside your organization by default. Click on ‘Add Recipient’.




  2. 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 organization. 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.



Recipient Configuration

  • Optional Template Setup: Adding specific recipients during the template creation phase is optional.
  • Deferred Assignment: You can choose to add or define the final recipients at the time of sending the document rather than hard coding them into the template.
  • Role-Based Mapping: Since this stage involves creating the template, the primary focus is on defining the Recipient Parties (e.g., Party Number 1) to ensure fields are assigned to the correct placeholder role.

    Note: In this step, we did not enter a Recipient Name and directly clicked the “Next” button.

  1. So far, you have added the document (DemoWriteBack) and included in the required form fields.

The next key step to enable workflows in Salesforce is to map the form fields in the template document with Salesforce Opportunity fields. This mapping ensures that when the document is sent for signature, it is automatically pre-filled with data from the corresponding Salesforce Opportunity record.

 

 

 

You will see the four fields we created under Foxit Templated Fields, as shown in the image below:

  1. Text Field – Opportunity Name
  2. Text Field – Opp Data Field 1
  3. Text Field – Opp Data Field 2
  4. Text Field – Stage Name

These fields will be used for mapping with the respective Salesforce Opportunity fields.


 

Note: You can see them appear in the dropdown; simply pick each item to complete the mapping process.

 

  1. Configuring Merge Fields and Writeback

In the Merge Fields screen, you define how data interacts between Salesforce and the Foxit Envelope.

  1. Map Salesforce Fields: For each Foxit Template Field, select the corresponding Salesforce Field for Envelope Prefill to ensure data is pulled into the document correctly.
  2. Enable Writeback: Use the ‘Is Writeback Allowed’ column to determine whether data entered in the Envelope during eSign should update Salesforce.
    1. Set to True for fields that should update data in Salesforce (e.g., " Opp Data Field 1" or " Opp Data Field 2" field).
    2. Set to False for other fields (e.g., "Opportunity Name" and “Stage Name”).


 

Once the fields are mapped click on the ‘Next’ button.

 

  1. On the next screen simply click on the ‘Save and Close’ button.
  2. Navigate back to the Foxit Template List page and confirm that the newly added template appears in the list. If you can see it in the list, your template setup is complete and ready to use.


 

 

 

Step 3: Access the Template from an Opportunity Record

1. But more importantly, the template is now available for use within your Opportunity record. Navigate to the App Launcher, then search for and select Opportunities, as shown below.




2. Now let’s look at the sample opportunity named ‘Digital Transformation Project’. Click on it to open the sample.



 


3. Now look for Foxit|Send Documents Component. Our contract agreement is here as seen in the image below (DemoWriteBack).



4. Select the agreement- DemoWriteBack and click “Send PDF Template(s) for eSignature”.



5. You will be directed to our document by sending the flow. The first tab you will notice is the ‘Add Documents’ tab. In this section, you can add any external documents right from your computer. If you do not wish to add any documents, simply click on ‘Next’.



6. Next, is the ‘Add Signers’ tab. Here you can add the recipients to which you will be sending the document for signature. You can easily search for any contact that is associated with the opportunity. You can add yourself, you can add a new contact, a group or even add a placeholder if needed. You can even add authentication levels for each signer. Once you’ve added the required signers, click on ‘Save and Next’.

 

 

7. The Sending Workflow is the bridge between template configuration and execution. It provides a final "Prepare" stage where Salesforce data is merged into the document, ensuring that the version sent to the client is accurate and professional.

a). Prefilled Data Behavior

When the document is generated, the system pulls live information from Salesforce into the text fields based on your Merge Field settings:

    • Opportunity Name: This field is prefilled with "Digital Transformation Project," which is the current Name of the Opportunity in Salesforce.
    • StageName: This field displays "Prospecting," pulled directly from the Stage field in the Salesforce record.
    • Opp Data Field 1: This field is populated with "50," retrieved from the Salesforce Probability (%) field.
    • Opp Data Field 2: This field shows "Let's have a Call," which is the current value stored in the Next Step field in Salesforce.


b). Writeback and Data Interaction

The interaction between these fields and Salesforce is governed by the Is Writeback Allowed? settings configured in the template:

    • One-Directional (Writeback: False):
      • Opportunity Name and StageName are set to False.
      • Even if a user/customer manages to edit while signing on these document, the changes will not be written back to the Salesforce record.

 

    • Bi-Directional (Writeback: True):
      • Opp Data Field 1 and Opp Data Field 2 are set to True.
      • If the signer updates the "Probability" or "Next Step" text in these boxes during the signing process, those new values will be automatically "written back" to update the corresponding Salesforce fields (Description and Next Step) once the document is completed.

c). Visual Indicators in the Sending Page

  • Field Mapping Labels: Each field on the page displays a small blue tag (e.g., SR for Steve Roger) indicating which recipient has the authority to interact with that field.
  • Manual Adjustments: Before clicking Send, the administrator can see the pre-populated text in the Default Value box in the right-hand Field Properties panel and make manual edits if necessary.

 

 

8. The last tab you’ll encounter is the ‘Review/Send’ tab. In this tab, you can review your signers and insert your custom email template. If everything looks good, simply click on ‘Send’.





If you use Foxit eSign, check out ours article on customizing email templates. This will allow creating settings for your email templates.

9. An email notification will be sent to Steve Rogers via Foxit eSign to the given email address. To begin signing, he needs to open the email and select View Document, as shown below.



 

 

 

 

10. The Signer Interface

When a recipient, such as Steve Roger, opens the link from their email, they are presented with the document containing the fields previously configured in the template.

a. Interacting with Prefilled Data

The signer initially sees the document with data pulled directly from Salesforce:

    • Fields like Opportunity Name ("Digital Transformation Project") and StageName ("Prospecting") appear with data corresponding to Opprotunity on Salesforce.

Note: Even if a field is "Unlocked" and a signer changes the text, the system will not update Salesforce if Is Writeback Allowed? is set to False in the Merge Fields screen. This protects your source data from unwanted changes.

    • Fields where the administrator enabled for writeback allows the signer to click and type directly into the box.

 




b. Updating Salesforce via Writeback

Because specific fields were set to Is Writeback Allowed: True during the merge field configuration, the signer has the authority to update the underlying Salesforce record.

Example of Signer Updates as shown in the image:

    • Opp Data Field 1: The signer can change the prefilled value (e.g., changing "50" to "90").
    • Opp Data Field 2: The singer can update the text (e.g., changing "Let's have a Call" to "Let's have a meeting and wrap this up").

 

 

Sign the document and click on Finish.

11. And that's it! You will be redirected back to your opportunity page. You have successfully sent a document straight from your Salesforce attachments.



12. You will now be able to track your sent envelope in your related list widget (on the bottom of the page) or on the navigation tab called ‘Foxit Envelopes/Envelope View.’



Conclusion:
Before sending the document:

  • Opportunity Name: Digital Transformation Project
  • Stage: Prospecting
  • Probability: 50%
  • Next Step: Let’s have a call

During signing, the signer updates:

  • Probability to 90%
  • Next Step to “Let’s have a meeting and close this”

After signing and processing:

  • Opportunity Name remains unchanged.
  • StageName remains unchanged.
  • Opp Data Field 1 is updated with the new mapped value (90).
  • Opp Data Field 2 is updated accordingly (Next Step- Let’s have a meeting and close this).

Only the fields enabled for write-back are updated.

Important Notes

  • Write Back is available for PDF document types only.
  • DOC/DOCX (DocGen) document types are not supported.
  • Field mapping is a flexible source, and target fields do not need to match.
  • Only selected fields for write-back will update after signing.