How to configure a PowerForm to writeback to specific Salesforce records
Follow these instructions to publish data back to Salesforce records, or create them if they don’t exist when Envelopes are created from PowerForms.
Note: This is a custom workflow not supported by DocuSign Support. If you need assistance with this flow, please contact your Account Manager to schedule time with our Professional Services team.
Use DocuSign Connect for Salesforce Configuration to create or update a record in Salesforce using a specific field in an Envelope. In this example, we’ll be using the Signer’s email address to first search for the record in Salesforce, then if that record doesn’t exist, DocuSign Connect for Salesforce Configuration will create it. Regardless of the source of the Envelope (e.g. from the DocuSign web application, or other integrations), these instructions will apply to Envelopes that are affected by DocuSign Connect for Salesforce Configuration per the settings, such as Event Triggers, Custom Connect Objects, etc.
Step by Step Instructions
- In Salesforce, find the name of a field in Salesforce that is on an Object that you want data to publish to.
- In DocuSign, create a DocuSign Template. Add a Text field to the Document. (Only one is required for this, but many can be created -- see image at end of article -- to publish several fields' data into Salesforce. e.g. Name, Address, Email addresses, Customer specific data.) Rename the Data Label of the text field to something unique. This will be used later. Tip: Save the field you created in Step 2 as a Document Custom Field, so that it can be reused later for future Templates.
- Create a PowerForm from the DocuSign Template.
- Create a Custom Object in the DocuSign Connect for Salesforce Configuration.
- Log into DocuSign and click Go to Admin from the menu on the top, right corner of the screen.
- Click on Connect on the left sidebar, then click on the Salesforce Configuration.
- Select the New Object button, and select Salesforce Object.
- Update the Object Name. Enter a Description (Not required).
- Check the option On Completed Envelope Only if you'd like to have Envelopes from PowerForms create or update Salesforce records only when these Envelopes are completed in DocuSign. Not checking this box will result in the Salesforce records becoming updated or created only upon the Trigger Events in the Connect Object.
- Choose the Object from the Select Salesforce Object dropdown where you want records created or updated (#1 in image below).
- Check the option Add If No Match (#2 in image) to create a Salesforce record if the DocuSign Field values (#4 in image) are not found in the Salesforce.com Field (#3 in the image) on the Salesforce Object (#1 in the image). If the value in the Recipient Secure Field (#4 in image above) is not found in Salesforce, and Add If No Match is selected, then a record will be created. (Clarification: A "Recipient Secure Field" is a "text box" in DocuSign.) If Add If No Match is not selected, then no new records will be created when no matching records are found. If a matching record is found in Salesforce based on the value in the Recipient Secure Field (#4 in image above), then that record will be updated with the value of the DocuSign Field mentioned in Step 1 above from the DocuSign Envelope.
- Under the Select Where section, make the appropriate choices as follows. See this article for more details on this section.
- Set the Salesforce.com Field dropdown (#3 in image above) option to the Salesforce field that you're going to be searching for with the DocuSign Field Recipient Secure Field value (#4 in image above). Note: the Data Label of the DocuSign field/entry into the Recipient Secure Field value is case sensitive.
- Set the DocuSign Field dropdown option to Recipient Secure Field. Enter the Data Label of the DocuSign field you created in Step 2 above into the Recipient Secure Field value section (#4 in image above). In this example (above image), we've selected a DocuSign text field (#4 in image above) to map to the Salesforce.com email field (#3 in image above), and the Data Label of this field is "signeremail".
- Under the Update Fields section, make the appropriate choices as follows. Select the Salesforce and DocuSign fields that are used to match a Salesforce object with DocuSign information so that the system knows what data to publish to Salesforce. See this article for more details on this section.
- Set the Salesforce.com Field dropdown to the field you want to update in the Salesforce record, or create in the Salesforce record, upon the execution of this custom Connect object.
- Set the DocuSign Field dropdown to Recipient Secure Field. Enter the Data Label of the DocuSign field you created in Step 2 above. In our testing, when connecting to a Lead object in Salesforce, a Last Name field, Company Name field, and Email field are all required to be configured in this custom Connect object to satisfy the Salesforce requirements to create a record on the Lead object when Add If No Match is used. See below image for an example of using multiple Update Fields criteria. Below is an image of an example of several Salesforce.com Fields mapped to several DocuSign Fields (in this case they are text fields), and the Data Label entered under the Recipient Secure Field dropdown.
- Set the Attachments section as desired. See this article for more details on this section.
- Click Save.
Example Uses Case: A PowerForm is signed and a Salesforce Field will be updated.
- Click on the PowerForm URL to initiate a DocuSign Envelope, enter the name and email addresses if prompted, and click "Begin Signing".
- Complete the Envelope normally as a Signer.
- After saving your work from the Other Actions menu (“Save and Finish Later”), or after clicking “Finish”, and based on the Trigger Events in the Connect Object, data will publish back to Salesforce to update or create a record for this Envelope.
Note that your Connect Object will only trigger upon other settings like Trigger Events, Associated Users, whether or not it's active, etc.
Image of Trigger Events: