Feature Availability

Introduction

Esign Documents is the module through which you can send documents to your customers or vendors for signatures and track the updates. You can integrate electronic signature apps like DocuSign and ZohoSign with Vtiger's Esign module to send documents directly from the CRM.

Using the Esign Documents module with DocuSign or ZohoSign, you can:

• Send PDF files (internal, uploaded, or generated by Print Templates) to Leads, Contacts, Organizations, Vendors, etc.
• Get documents signed electronically.
• Track transactions and update the transaction status automatically. 
• Attach documents to the Esign record.

To know more about DocuSign’s integration with Vtiger, click here.

Benefits of Esign Documents

The benefits of using Esign Documents are:

• Reduce all the manual back and forth that you have to do to get a document fixed.
• Help you make the most of your time by getting the documents signed by more than one signee with just a click. 
• Reduce paper wastage as everything is done electronically.

Installing the Esign Documents ModuleThe 

The Esign Documents module in Vtiger is not available by default. To enable this module, you must download the Esign extension from the Extension Store.

Follow these steps to install the Esign extension:

1. Log in to your CRM account.
2. Click the User Menu on the top right corner of the screen.
3. Click Settings.
4. Go to Extensions.
5. Click Extension Store.
6. Install the Esign extension.

Prerequisites

Are you eager to send your documents to signees for their signatures? Then you have to make sure you have these two mandatory prerequisites configured: 

• Creating a DocuSign account - You must first create an account with DocuSign before integrating it with Esign Documents in Vtiger.  To learn how to create a DocuSign account, click here.
• Configuring DocuSign account in Esign Documents - After you create an account with DocuSign, enter your credentials and configure your DocuSign account in Vtiger’s Esign Documents. This will enable you to send the documents to your signees for signatures.

Configuring the Esign Module

If you have installed the Esign extension, you can now access the Esign Documents module. In this example, we have shown how to configure the Esign module with DocuSign. To use DocuSign with Vtiger, you first need to create a DocuSign account and configure the credentials in the CRM.

Follow these steps to configure the DocuSign Account in Vtiger:

1. Log in to your CRM account.
2. Click the Main Menu.
3. Go to Essentials.
4. Select Esign Documents.
5. In the List View, click Configure Service on the top right.
6. Enter your DocuSign credentials. 
7. Click Authenticate.

You are now ready to send your first Esign document to your signee.

• Click the Revoke Access button in the List View if you wish to disable your DocuSign credentials from the module.
• You can create an Esign document but cannot send it for signature if you have not configured the DocuSign account.
• The Recipient Email field is masked for Esign documents (records) created by admins.

Creating an Esign Document

Once you have configured your DocuSign details in the product, you can create an Esign Document from the List View.

Follow these steps to create an Esign Document:

Step 1: Go to the Esign Documents module

1. Log in to your CRM account.
2. Click the Main Menu.
3. Go to Essentials.
4. Select Esign Documents.
5. In the List View, click +Add Esign Document.

Step 2: Enter the mandatory details

6. Select the Signee, the person who must sign the document
   1. Select Contacts, Organizations, Vendors, Leads, or Users from the drop-down.
   2. Select a record or add a new one.
   3. The Email Address field will be automatically filled based on the email address present in the record.
   4. Note: 
      1. Click +Add Signee to add another signee.
      2. You can add up to three signees for one document.
      3. If you have more than one signee, then the second and third signees can sign the document only after the first signee. 
      4. If the first signee discards the document, then the second and third signees cannot sign.
      5. Click the Delete icon beside the signee’s email address to delete the signee.   
7. Select the document that must be sent to the signee for signature. You have three options to do so:
   1. Upload File - Click the Upload File button to upload the document from your computer.
      1. Note: 
         1. You can upload only one document, and the size of the file should not exceed 50 MB.
         2. You can upload a document if they are in these formats - pdf, text, ms word, png, jpeg, vnd.openxmlformats-officedocument.spreadsheetml.sheet, vnd.ms-excel.
   2. Internal Document - Click the Documents icon to select the document from the Documents module.
   3. Select Related Module - You can send a document from a module. The modules shown in this field depend on the signees chosen in the previous step. For example, if a contact or an organization is a signee, then all the modules are shown. But if a vendor is the signee, then only Products and Purchase Orders are shown.
      1. Note:
         1. If a user is a signee, then the Select Related Module field is disabled.
         2. Select the module from the drop-down.
         3. Click the Module icon to select the record. You can also type the name to search the record and select it.
         4. Select the print template from the drop-down.
8. Enter the Email Subject of the email.
9. In the Email Note field, enter other messages or information about the email.

Step 3: Send the document for signature

10. Click Save and Send for Signature if you want to send the document immediately.
11. Here you will see two options:
    1. ​​​Send Document
       1. When you click on this option, the document will be sent for open signing, and the signee will decide where to sign in the document.
       2. After the document is sent, you will be redirected to the Summary View of the sent record.
    2. Add Signature Tags and Send Document
       1. When you click this option, you will be redirected to the DocuSign website. You must decide and place the DocuSign tags and send the document for signing.
       2. You can drag and drop the signature tag in the appropriate positions on the document.]
       3. Note: You can also drag and drop other fields listed on the left panel. 
12. Click Send.

The document will be sent for signature, and you will be redirected to the Summary View of the sent record.

• After the document is sent for signature, Vtiger will automatically update the Esign Document record with the transaction ID, status, and sent on the timestamp.
• Click Save as Draft if you want to send the document to the signee later. 
• Click Cancel if you want to cancel the process.
• If you wish to send a document for a signature that is in the draft, then click the Send for Signature button in the Summary View of the record
• Esign documents and records that you create and directly upload will retain the original name of the document. 
• This will not apply to internal documents, print templates, or PDFs you send for signatures.

Creating Esign Documents from Other Modules

You can create an esign document from other documents using the More button or the Esign Documents widget in the Summary View. These options provide a way to add an Esign document either by creating from scratch or duplicating one of the recently created Esign documents. Esign Documents can also be created from Contacts, Organizations, Events, Tasks, Documents, Quotes, Deals, and all Inventory modules.
We are using the Contacts module in the following example. The process will remain the same for the other modules in the CRM.

Follow these steps to add an Esign document from Contacts:

1. Log into the CRM.
2. Click the Main Menu.
3. Go to Essentials.
4. Select Contacts.
5. Open contact record.
6. From the Summary View, there are two ways:
   1. More button
      1. Click the More button on the top right of the screen.
      2. Click Esign Documents.
   2. Esign Documents widget
      1. Click the Esign Documents widget in the right-side panel.
      2. Click the + icon.
7. Regardless of what you choose in step 5, you must next choose one of these options:
   1. Select Esign Documents
      1. If you want to add an existing Esign document, select this option.
      2. Hover over a record in the list of all existing Esign documents to display the radio buttons.
      3. Click the radio button on the left side of the record to select the record.
      4. Click Add present on the top right.
   2. Create Esign Documents
      1. If you want to add a new Esign document, select this option.
      2. Fill in all the necessary details. Refer to this section for more information. 
      3. Click Save and Send for Signature if you want to send the document immediately. Refer to this section to know about the options in send for signature.
         1. Click Save as Draft if you want to send it later.
         2. Click Cancel if you want to cancel the process. 

This newly created Esign document will be linked to the contact. It is visible in the Esign Documents widget in the Summary View of the Contact record.