Introduction

naturalForms is a form automation software that stores data electronically. naturalForms capture electronic signatures directly on the device or through the web. It helps you optimize your documents, signatures, photos, and sketches. And allows you to add enhanced drawings, graphics, and annotations to a document.

naturalForms Integration with Vtiger CRM

Using naturalForms with Vtiger CRM lets you have your documents digitally signed by your clients very conveniently. 

When you connect naturalForms with Vtiger, Vtiger data for your recipients is pre-filled into forms and automatically syncs back into corresponding modules. With naturalForms you can send documents via email for reviewing and signing. It also allows you to capture all types of form fields, signatures, photos, and sketches.

Benefits of using naturalForms

• Dependency on actual paper is reduced.
• Remains very user-friendly with automatic sync.
• Comes with well-equipped editing tools.

Feature Availability

Click here for the availability of the naturalForms Integration for different editions of Vtiger CRM.

Prerequisites

To configure naturalForms and use it with Vtiger CRM for digital signatures, you must:

• Have an active business account with naturalForms. 
• Enable the naturalForms Extension in Vtiger CRM.

 
Installation

To use naturalForms with Vtiger documents for digital signatures, you need to first install the naturalForms extension. 

Follow these steps to install the naturalForms extension: 

1. Log into your CRM account.
2. Click the User Menu.
3. Click Add-ons on the bottom left corner of the screen.

Or

3. Click Settings.
4. Look for Extensions.
5. Click Extension Store.
6. Look for the naturalForms Extension.
7. Click Install.

You have now installed the naturalForms extension. With this, you can use naturalForms with Vtiger documents for digital signatures.

Sending Documents for Digital Signatures Using naturalForms

Let us now learn how to use naturalForms for digital signatures. 

Follow these steps to send a document for digital signature using naturalForms:

• Step 1: Adding templates on naturalForms
• Step 2: Setting Up naturalForms Identifiers for Merging CRM data
• Step 3: Connecting your naturalForms account to Vtiger CRM
• Step 4: Enabling Template Settings 
• Step 5: Sending the document for digital signature

Note: You will be navigating between naturalForms app and Vtiger CRM screens for the above steps.

Step 1: Adding templates on naturalForms

1. Login to your naturalForms account.
2. Click Templates.

Note: Templates on naturalForms refer to the PDF documents that you send for signatures. 

3. Click Add. You will be directed to the Create a new template screen.
4. Click Select pdf file. Select the document to be signed.

Step 2:  Setting Up naturalForms Identifiers for Merging CRM data

After you select the document, you will be directed to the naturalForms Designer screen. 

The Field Tools section lets you merge the naturalForms fields with the CRM modules (Contacts/Invoices/Quotes) record fields. You can drag and drop the fields you want to add to the document from the Field Tools section. Once you add the fields to the document, you have to set up naturalForms Identifiers. Vtiger CRM will use these identifiers to merge CRM data into the document.

Follow these steps to add fields and set up naturalForms Identifiers:

1. Drag and drop the fields you want to add to the document from the Field Tools section. 
2. To set naturalForms identifiers:
   1. Go to Identifiers.
   2. Type the naturalForms Identifier.

Note: 

• All the Vtiger CRM naturalForms Identifiers that merge with Vtiger CRM Fields have been illustrated in the ‘naturalForms Identifiers for Vtiger CRM’ section below.
• Setting up only the Vtiger CRM naturalForms Identifiers will map them to Vtiger CRM fields to merge the CRM data with the naturalForms templates.

3. Once you have configured all the fields needed for the document, click Save Template.
4. The system displays the message, ‘The template has been successfully saved.’
5. Click Ok.

Step 3: Connecting your naturalForms account to Vtiger CRM

Once you have configured the templates in naturalForms, you need to connect to your Vtiger CRM account to enable them.

Follow these steps to connect your naturalForms account on CRM:

1. Login to your CRM account.
2. Go to Contacts(Invoices or Quotes)

Note: For instance, we have considered the Contacts module. You can also go to other modules where you want to add naturalForms.

3. Click the contact to whom you want to send the document for signature using naturalForms.
4. If naturalForms was successfully installed, the naturalForms button is visible on the Summary View of the contact’s record.

5. Click the naturalForms button.

​​​​​​6. Click here. You will be directed to the naturalForms Template Settings screen.
 

7. Click Connection.
8. Click Connect your naturalForms account. You will be directed to the naturalForms login
  window.
 

9. Enter your naturalForms Email and Password.
10. Click Ok.
11. Once you connect naturalForms with Vtiger CRM, all the templates you uploaded on
  naturalForms are displayed in a list. 

​​​​Note: For the first time, you will have to connect your naturalForms account, from then on, clicking the naturalForms button will display a list of all the templates you have uploaded on naturalForms.

Step 4: Enabling Template Settings

Once you have connected your naturalForms account on Vtiger CRM the list of templates that you have uploaded on naturalForms will be displayed.

Follow these steps to enable the templates:

1. Enable the templates that you want to send to your contacts under Status.
   1. You can enable/disable templates on Vtiger CRM.

Note: CRM users will not be able to send the disabled templates for digital signatures.

2. Click the Back button to go back to the Contacts module.
3. Click the specific contact.
4. Click the naturalForms button.
5. All the naturalForms templates will be displayed in a list.

Step 5: Sending the document for digital signature

Follow these steps to send a document for a digital signature:

1. Login to your CRM account.
2. Go to Contacts(Invoices or Quotes).

Note: In this instance, we have considered the Contacts module. You can go to any related module from where you want to send the document for a digital signature.

3. Click the contact to whom you want to send the document for signature using naturalForms.
4. Click the naturalForms button.
5. Once you have connected your naturalForms account on Vtiger, a list of all the templates you uploaded on naturalForms will be displayed.
6. Select the required document to be sent. The document opens in a new window.

7. Make necessary changes to the document if any and:

1. Click Submit - Clicking Submit saves the document on the contact record under Documents. It can be accessed by clicking the Documents icon available on the right corner of the screen and in the Documents module as well.

or

2. Click Submit and send to sign - Clicking Submit and send to sign allows you to send the document to the contact for digital signature.

8. Clicking Submit and send to sign directs you to the Send Document for Signature window where you can set up Recipient settings.

9. Enter the following details:

1. Recipient - Enter the email address of the contact you are sending the document for digital signature.
2. Message - Type the message you want to send to the recipient.
3. Signature fields - Select the appropriate signature field. Enable the  Required Checkbox if it is mandatory for the recipient to sign.
4. Initials fields - Select the appropriate Initials field and checkbox Required if it is mandatory for the recipient to mention initials.
5. Signing date fields - Select the appropriate signing date field. 

10. Once you have set up all the Recipient settings, click Send for Signature.

11. The system displays a success message as shown above.
12. Click Close.

With this, you have successfully sent a document for digital signature using naturalForms. This action creates a document in the CRM with an attached PDF. The PDF will also be linked to the related modules’ records and will appear in the Documents section once the document is signed or submitted.

Viewing Signed Documents

Once you submit or the recipient signs the document, you can view these documents from the Contacts/Invoices/Quotes records of the recipients and in the Documents module.

Follow these steps to view the signed documents by the recipients:

1. Login to your CRM account.
2. Go to Contacts(Invoices or Quotes)

Note: In this instance, we have considered the Contacts module. You can go to any related module to view the signed documents.

3. Click the contact to whom you have sent the document for signature.

4. Click the Documents icon available on the right corner of the screen as shown above.

The screen displays a list of all saved documents and signed documents. Clicking on a signed document will display the same in a new window. You can also view saved and signed documents in the Documents module. 

naturalForms Identifiers for Vtiger CRM

You will be able to create and use a naturalForm template in Vtiger CRM only if the naturalForms Identifiers mentioned below are mapped with Vtiger Fields data.

Let us now learn the Vtiger fields that merge with the naturalForms Identifiers 

For the Contacts module 

For the Invoices module 

For the Quotes module

For Multiple Line Items

There can be multiple line items in Invoices/Quotes, so you need to index numbers with the Identifier names. For example, the first-line item will be accessed as below

Line Items Total Fields

Line items total fields are those fields that are used at the end of the line items with the grand total.

For Company Fields

Company fields available for mapping are illustrated below