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Everything You Need to Know About HelloSign For Salesforce®

Core Functionality, Use Cases & Everything in Between

HelloSign.com Overview of HelloSign for Salesforce | 2

Thanks for downloading “Everything You Need to Know

About HelloSign for Salesforce®”!

HelloSign’s digital workflow platform – which includes

eSignature, digital workflow, and electronic fax solutions

— helps over 75,000 companies and millions of people do

business faster. We help our customers close deals faster,

onboard new hires with ease, complete documents without

error, and much, much more.

As experts in document automation, know that when it

comes to managing contracts in Salesforce, companies take

the matter very seriously. After all, many of these contracts

are directly tied to revenue. That’s why it’s critical to under-

stand exactly how you can use Salesforce® integrations to

streamline your contract flows – from document creation to

legally-binding signature.

This guide will give you a deeper understanding of how

HelloSign’s eSignature solution for Salesforce works, key use

cases, and best usage practices to implement for your team.

Access to the HelloSign for Salesforce app requires an Enter-

prise Hellosign plan to enable the connection between the

Introduction

https://www.hellosign.com/enterprise

https://www.hellosign.com/products/helloworks

https://www.hellosign.com/products/hellofax


platforms. If you don’t yet have an Enterprise HelloSign plan

visit our pricing page to view other benefits of the Enterprise

tier.

If you do have an Enterprise HelloSign plan – or simply want

to know about this integration – read on to learn how you

can best benefit from HelloSign for Salesforce®.

Enjoy!

https://app.hellosign.com/info/pricing

Table of Contents

I. Introduction →

II. Key Benefits of the HelloSign for Salesforce® Integration a) Native Template Creation b) Native Reporting c) Configurability →

III. Intro to Making Your Document Transactions Digital a) Native Template Creation →

IV. Sending & Configuring Signature Requests in Salesforce® →

V. Storing Your Documents & Auditability

a) High Volume, Repeatable Documents like NDAs b) Quotes & Salesforce® CPQ c) Revenue-Driven Documents Like Sales Contracts →

Table of Contents

VI. Opportunities to Use HelloSign for Salesforce a) How to Use HelloSign’s Global Methods with Text Tagsb) HelloSign’s Global Scope Methods Use Cases →

VII. HelloSign for Salesforce Security, Legality, and Privacy a) Permissionsb) Encryptionc) Protection of Customer Datad) Court Admissible Audit Trail →

VIII. Getting Started with HelloSign For Salesforce® →

IX. About HelloSign →


Documents remain at the core of the modern business. We

sign contracts to close deals that generate revenue, we use

approval sheets to onboard vendors that power our work-

force, and we send NDAs that protect sensitive information.

The HelloSign for Salesforce® integration allows businesses

to initiate, automate, and complete these critical business

transactions natively within Salesforce®. Admins or signature

requestors never have to leave Salesforce® when making

templates, reporting, or sending contracts.

Let’s take a closer look at the unique functionality offered by

this integration.

NATIVE TEMPLATE CREATION

With HelloSign for Salesforce®, everything can be done with-

in Salesforce®. This is something that is exclusively offered by

HelloSign. Other eSignature applications may require users

to edit and create templates in one location, while sending

templates from another location.

HelloSign Templates are saved as native Salesforce® records

with metadata. Like all native records, these can be reported

Key Benefits of HelloSign for Salesforce


on and scheduled to be sent to any stakeholder on a regular

basis.

When a HelloSign Template is sent for signature, a lookup

field is populated on the HelloSign Signature Request re-

cords that can later be reported on for volume of usage of

each template.

NATIVE REPORTING

Salesforce® has a tremendous reporting engine that Hello-

Sign for Salesforce® can easily piggyback on. Besides lever-

aging the HelloSign Template usage report, there are other

ways HelloSign customers can use reports to measure the

performance of their teams.

The first is a pure usage report of HelloSign Signature Re-

quests. A report can be made to monitor the amount of

requests that went out in a timeframe, as well as what status

those signature would be in. This comes in handy at the end

of the quarter to measure how many signatures are left open

before quarter end.

Another common way HelloSign data is used is to figure out

who the top closer may be on a sales team. At the time of a

signature request, the “created by” field is populated. This

field population can be used in a summary report, alongside

the state of the signature, to determine a top closer.

CONFIGURABILITY

HelloSign for Salesforce® offers tremendous extensibility


when sending signatures. There is an ability to send for sig-

nature using a point and click approach that is highly config-

urable. The packages also has an ability to programmatically

send for signature using Apex Global Methods.

Having a flexibility to send for signature using any approach

is what makes HelloSign for Salesforce® fit any use case for

Salesforce® customers.


To enjoy all the benefits of HelloSign for Salesforce® it’s im-

portant to first understand the basic elements of your signa-

ture requests.

These elements include:

• Document

• Signer

• Location

Together these elements give any signature requestor the

ability to create a paperless and expedited workflow. Hello-

Sign for Salesforce® makes this legally binding process quick

and simple all while being native to a company’s system of

record, Salesforce®.

Let’s go into the details of each element below.

WHAT IS A DOCUMENT?

Documents in HelloSign for Salesforce® act much like pa-

per document; they communicate important information like

terms and stipulations. Documents are often approved using

Making Your Document Transactions Digital


signatures, initials, and other identifying information. You’ll

need to create a document before you can send it.

Luckily, this is easy to do.

Although every company may have different workflows or

processes that go into the creation of contract documents,

there are two basic paths to create your documents prior to

sending.

• One-off documents. A one-off document is one that may

have been manually made in a program such as Microsoft

Word, or something that may have been generated from a

third party document generation application. Some of the

most common cases for one-off documents are contracts

such as statements of work (SOW).

• Templates. A second path is to create a document

through a templating process. HelloSign has a high pow-

ered templating engine that can create more standardized

documents with a few clicks. A HelloSign Template can be

configured before sending for signatures and can merge

in data fields into the contract. Some of the most common

cases for a HelloSign template may be contracts such as

the non-disclosure agreement (NDA) and master subscrip-

tion agreement (MSA).

During the signature request, the main goal of the docu-

ment(s) are to get them into a state where they can be sent

for signature.


WHAT IS A SIGNER?

The second component of a signature request are the sign-

ers. The actions a signer may take might include entering in

field data, initialing areas, and ultimately signing their name.

In a situation where there are multiple signers, the contract is

considered fully signed when the last signer completes the

request.

WHAT IS A LOCATION?

The third component of a signature request is the location.

Once a signature request is completed, its should reside in a

location that is easily searchable and retrievable.

Salesforce® is a great place to store your completed con-

tracts, as it keeps the context of the record alongside of the

document. HelloSign for Salesforce® can route documents

back to the record they were requested. Documents can be

searched using one of many methods native to Salesforce®

platform. By storing documents in Notes and Attachment or

Files repositories, any admin or stakeholder can easily pro-

duce a final signed document at a moment’s notice.


Once you’ve prepared your document, it’s ready to be sent

for a signature request. Out of the box, HelloSign for Sales-

force® can be initiated from the Lead, Contact, Account, and

Opportunity records, and can also be easily set up to send

from other standard objects and custom objects.

When a signer receives a signature request, they will read

the document, fill in any required data, and ultimately sign

the agreement. Fields and signature blocks act the same

regardless of if the source request is a one-off or a HelloSign

Template.

Any signature request can include configurations that truly

cater to a company’s workflows and brand. Some of the con-

figurability includes a message and a title of the request. The

message and title provide the first experience that a signer

will receive from a requestor. These elements will appear

in the email message and body, and can be made to fit any

brand. HelloSign for Salesforce® also provides the flexibility

to lock the message and title so every document has a ubiq-

uitous title and message.

Other configurations would include the signer order, and

post-signature workflows. Signer order notes what signer will

Sending & Configuring Signature Requests


sign when. Post-signature workflows could be as simple as

updating records or compliance. HelloSign for Salesforce®®

aids in post-signature workflows by including triggers such

as the opportunity trigger. The opportunity trigger will “close-

won” an opportunity when a signature has been fully signed.

These signature request configurations will be documented

within Salesforce® on the requests, which is helpful or any

future reporting.


Storing Documents and Auditability

After the signature process is completed, the contract docu-

ment is stored for compliance and auditability. A contract is a

legally binding agreement that both parties are obligated to

follow. By storing the document for quick retrieval, reviewing

the party obligations becomes a simple task.

Auditability provides two main benefits as well when it comes

to electronic signatures.

1. An audit trail should be accompanied with any signed

document. HelloSign attaches an audit trail, as well as

saves every time a signature event occurs so that the con-

tract can never come into question.

2. Auditability also provides a means of reporting on a com-

pany’s signature cycle time. Survey enough audit trails,

either in Salesforce® or from the contract itself, and the

company may gain insights on how they are performing.


There are quite literally thousands of opportunities to use

HelloSign for Salesforce®. The highest value opportunities

are usually related to documents that are high volume or

attached to profitability.

Here are some common use cases:

USE CASE - HIGH VOLUME, REPEATABLE DOCUMENTS

LIKE NON-DISCLOSURE AGREEMENTS

One of the most straightforward use cases for HelloSign for

Salesforce® is for getting documents signed at high volumes,

such as non-disclosure agreements (NDAs). NDAs are critical

documents that can slow the pace of a deal if sent or signed

slowly. When automated with HelloSign for Salesforce®, the

friction point is entirely removed and the deal can move

along more quickly.

Documents like NDAs can be automated at almost every step

when using HelloSign for Salesforce®. Because they are rel-

atively standard, and have a low proclivity toward redlining,

HelloSign Templates are a perfect fit.

Opportunities to use HelloSign for Salesforce


NDAs generally require an external party’s name, the current

date, and may include elements such as an address. That

data can easily be filled in using merge fields within the Hel-

loSign template. Apart from this unique field data, the NDA

will consist of the same underlying document from contract

to contract. A Salesforce® Administrator can easily configure

a HelloSign Template with that underlying document. Once

configured, the document can be sent infinite times.

USE CASE - QUOTES & SALESFORCE® CPQ

There are cases where the number and types of documents

vary from one contract to another contract. In those instanc-

es, templating engines may be used. A popular templating

engine comes from Salesforce® Configure Price Quote (CPQ)

solution. HelloSign for Salesforce® supports CPQ, allowing

any organization with Salesforce® CPQ to leverage HelloSign

seamlessly.

The goal of CPQ is to use its extensive rules engine to

choose products and services that pair well together as part

of a holistic sales solution. When a user of Salesforce® CPQ

is finished creating the quote line items, they use Salesforce®

CPQ to generate a full blown quote. HelloSign for Sales-

force® CPQ allows the Salesforce® CPQ templating engine to

be linked to HelloSign’s Templating framework.

Sending signatures through HelloSign for Salesforce® uses

the signers configured from the Salesforce® CPQ Template


linking to HelloSign Templates. Like all signature requests,

once the signature is sent, all signers will receive their signa-

ture requests in their email to complete the process.

USE CASE - REVENUE-DRIVEN DOCUMENTS LIKE SALES

CONTRACTS

The number one most common use case for HelloSign for

Salesforce® is for sending sales agreements or contracts.

When it comes to closing opportunities, sales representatives

want to be as efficient as possible when it comes to clos-

ing deals. Luckily, HelloSign for Salesforce® can automated

many of the processes of a sales contract to get sales people

spending more time selling products rather than dealing with

filing, checking statuses among other processes.

Since HelloSign for Salesforce® uses native Salesforce®

technologies, users can initiate the sales contract signing

processes directly within Salesforce®. Sales teams can send

their sales agreements in a few clicks by using the “Use

HelloSign” button on their Opportunity record, Quote, or any

other custom object they may be using.

Once the document is completed and signed, it is synced

directly back into Salesforce®. Based on the organization

configuration, the final document can be synced back to

either Notes and Attachments or Files. Sales contracts can

take the form of a HelloSign template or a one-off document.

A HelloSign Template can be configured one time and used

over and over again. Imagine a sales person only needing to

know who to send a contract to complete a whole signature

process. This avoids rounds of approvals, redlining and other


overhead that HelloSign can automate. Automation should

close more deals before quarter end.

With HelloSign, the cycle times of sales contracts can be

measured and potentially optimized. Any Sales Operations

person could configure a handful of reports and dashboards

that can aggregate how many contracts were sent out, and

how many have been closed. Depending on the records and

configuration in the organization, Sales Operations can study

how many contracts were declined and those records final

outcomes.


As enterprises grow and their use cases and requirements

become more complex, their needs may be solved by a va-

riety of apps in the Salesforce® ecosystem. For example, an

enterprise may require a configurator for their range of prod-

ucts that may be solved using Salesforce® CPQ. An enter-

prise may have additional document generation needs that

neither HelloSign nor Salesforce® CPQ can accomplish, so

they may need to add another app to complete the workflow.

For example, fully executed contracts may not serve an

enterprise by storing them on an Opportunity record, as it

may be better served using a Contract Lifecycle Management

solution. To fulfill the use cases these enterprises will have,

they will have to customize their solutions.

HelloSign for Salesforce® is deeply customizable via their

global scoped Apex methods that any programmer or Sys-

tems Integrators can use. Global scoped Apex methods are

how developers can use the functionality that already exists

in HelloSign for Salesforce®, yet call it programmatically using

code.

A document can come from anywhere in Salesforce® when

using a global scoped method (ie. from Notes and Attach-

ments or Salesforce® Files). Documents generated through

another application can then be passed along to HelloSign.

This can be done in two ways:

Hellosign as Part of a Value Chain of Salesforce Applications [Technical]


3. Via an asynchronous call to another party’s global method

followed by a serialized to HelloSign’s global methods that

define documents for signature.

4. Another solution is to set the the 3rd party’s global meth-

od callout response directly to HelloSign’s document defi-

nition methods. For this specific case, a single button or

lighting action could link the two processes together. This

means that a single end user could generate a document

and send it for signature without even realizing there were

two or apps involved in the whole process.

A second case would be to make a call-out to a document

storage system or a homegrown internal system that may

house contract documents. A Salesforce® developer may be

able to make a GET request to one of these systems and pull

the document into a company’s Salesforce® organization.

Once the GET request is completed and inserted into either

Notes and Attachments or Salesforce® Files, a signature can

be sent by linking the GET request and the HelloSign Signa-

ture Request. Similarly to the case above, the document is

mapped into the HelloSign document definition method, and

can be sent out.

HOW TO USE HELLOSIGN’S GLOBAL METHODS

WITH TEXT TAGS

To optimize a send for signature process using HelloSign’s

global methods, it is recommended that HelloSign Text Tags

are used. A text tag is a set of characters that can be placed

inside of a document, that at the time of the request will place

HelloSign signature elements on the document.


An example of this functionality would be used in the case of

a third party document generation tool would be to place text

tags inside of the third party application templates.

An administrator could place 2 text tags inside that template

one for [sig|req|signer1|Internal Signer] and one for [sig|req|-

signer2|Other Party]. When evaluating the format of the text

tag, the first parameter notes what type of field the text tag

will become, such as signature, text or date. The second

parameter notes if the field should be a required field or not.

Signatures are always required if added as a field. The next

parameter will note which signer the for which the field is in-

tended. The last parameter is a label that a signer would see

when signing the agreement.

Text tags are most effective when the text tags is placed

inside of the document before the generation phase or the

GET request. When the text tag is made to be the same color

as the underlying document, a negotiator will not notice the

tags in the case of redlining, yet the tag will be populated at

the time of the request. Text tags have the added benefit,

that once they are placed in a 3rd party app template or a

document repository document, they would not need to be

placed again. Every signature can have some standardization

because the text tags should act as a document mapping on

every request.

For more information on text tags, please read the HelloSign

documentation.

https://app.hellosign.com/api/textTagsWalkthrough

https://app.hellosign.com/api/textTagsWalkthrough


There are two interesting cases on how custom applications

or custom code may enhance a workflow within Salesforce®.

One case would be if an enterprise wanted to have a pro-

spective end user fill out a form and then send whomever just

input their information into the form. Using HelloSign’s global

methods and some custom code from the web form, a sig-

nature can be sent for signature instantly from Salesforce®,

without having to have any human interaction. This streamlin-

ing can close contracting cycles within minutes, rather than in

days. The documents for this use can come from any source

as well.

The second signer use case can be done using custom code

to route specific signers. There are cases where if a contract

value is greater than 100k to have a Vice President sign the

contract, and if the contract value is above 1m, to have the

Chief Executive Officer and Vice President sign a contract.

HelloSign customers with these level of requirements could

create their own routing code to solve these cases, and plug

the output into the global methods that control the signer

definitions. Through extension of HelloSign for Salesforce®’s

base functionality, any signer use case can solved. HelloSign

for Salesforce® provides a variety of ways using the global

methods to make any signature truly unique.

HelloSign’s Global Scope Methods Use Cases


PERMISSIONS

Hellosign for Salesforce® utilizes native Salesforce® permis-

sioning to provide access controls. This gives Admins the

power to easily control and provision users.

A user with no access to HelloSign Templates will only be

able to send one-off documents. This is great if the user is

only sending documents that have been generated from

other applications.

A user with a “read’ permission on HelloSign templates will

be able send either one-off documents or send a template.

This is great for individuals who may be sending standard-

ized agreements, or having agreements with limited redlining

and negotiations.

If a user has permissions to “create” a template, then the user

will be able to send a one-off signature request, send a tem-

plate or create a template. These actions would be useful for

a paralegal or legal operations person who should be able to

create templates, and perform the other actions, but should

not edit or delete templates for the sake of purity of data.

The last two permissions are “edit:” which allows for editing

HelloSign for Salesforce Security, Legality, and Privacy


template data, and “delete” which allows for the deletion of

templates., These are generally provided only to administra-

tors.

ENCRYPTION

All documents are stored behind a firewall and authenticated

against the sender’s session every time a request for that

document is made. All communications use SSL (Secure

Sockets Layer) encryption and all data is stored in a SOC 1

Type II, SOC 2 and ISO 27001 certified data center. Your doc-

uments are stored and encrypted at rest using AES 256-bit

encryption.

In addition, each document is encrypted with a unique key.

As an additional safeguard, each key is encrypted with a

regularly rotated master key. This means that even if some-

one were able to bypass physical security and access a hard

drive, they wouldn’t be able to decrypt your data.

PROTECTION OF CUSTOMER DATA

In addition to providing encryption (as outlined above), we

take every measure to ensure your documents are protected

and that customer data is handled with appropriate security,

privacy, and confidentiality. Specific capabilities include (but

are not limited to):

• Data Deletion / Destruction - At the request of a custom-

er, HelloSign will expunge all data for a customer who

wants it stored only in their own storage system of choice

or who leaves the HelloSign service


• Payment Info - We process all payments through payment

provider Stripe, a PCI Service Provider Level 1 service.

HelloSign does not store customer credit card information

on its servers.

COURT ADMISSIBLE AUDIT TRAIL

Each signature on a contract is imposed and affixed to the

document. When you request a signature, HelloSign affixes

an audit trail page to the document itself. The audit trail con-

tains a globally unique identifier, or GUID, that can be used

to look up a record in our database that shows who signed

a document and when. These records include a hash of the

PDF document which we can compare to the hash of a ques-

tionable PDF document to determine whether or not it has

been modified or tampered with. Our statement of legality

can be found here.

The non-editable audit trail ensures that every action on your

documents is thoroughly tracked and time-stamped, to pro-

vide defensible proof of access, review, and signature.

Here are the all audit-tracked events in HelloSign:

• Document Uploaded

• Document Viewed

• Document Removed

• Document Sent

• Signer Email Address

Updated

• Signer Access Code

Authenticated

• Signature Request

Canceled

• Signer Reassignment

• Signature Declined

https://www.hellosign.com/info/legal


HelloSign’s digital workflow platform – which includes

eSignature, digital workflow, and electronic fax solutions

— helps over 75,000 companies and millions of people do

business faster.

We help our customers close deals faster, onboard new hires

with ease, complete documents without error, and much,

much more.

To get started with the HelloSign for Salesforce® integration,

visit our integration page to contact the Sales team or visit

our pricing page to see plans.

About HelloSign

Getting Started With HelloSign For Salesforce®

Author: Mark Brazinski

© 2018 HelloSign, Inc

https://www.hellosign.com/enterprise

https://www.hellosign.com/products/helloworks

https://www.hellosign.com/products/hellofax

https://www.hellosign.com/integrations/salesforce

