Adobe EchoSign for NetSuite V3 Operating instructions

ADOBE ECHOSIGN FOR NETSUITE V3

ESIGNATURES AND WEB CONTRACTING SERVICE

Last Updated March 22, 2013

Adobe EchoSign for NetSuite Customization Guide

Table of Contents

OVERVIEW 3

BUNDLE OVERVIEW 3

B

ENEFITS 3

V

ERSION 3 RELEASE NOTES 3

INSTALLING AND CONFIGURING THE BUNDLE 4

PREREQUISITES 4

I

NSTALLATION STEPS 4

U

PDATING THE BUNDLE - FOR EXISTING USERS 7

C

ONFIGURATION STEPS 8

C

USTOM PREFERENCES 8

A

UTOMATIC STATUS UPDATES 10

USING ADOBE ECHOSIGN FOR NETSUITE 11

CREATING AND EDITING AN ADOBE ECHOSIGN AGREEMENT 11

S

ENDING AGREEMENTS FOR SIGNATURE 13

T

RACKING STATUS AND SENDING REMINDERS 14

USING THE BUNDLE 16

ROLES AND PERMISSIONS 16

ADVANCED CUSTOMIZATION 19

USING ECHOSIGN WITH OTHER RECORDS 19

T

RANSACTION RECORDS 19

E

NTITY RECORDS 19

C

ONFIGURE ECHOSIGN AGREEMENTS FOR ADDITIONAL RECORD TYPES 20

U

NINSTALLING THE BUNDLE 20

TROUBLESHOOTING 21

DOCUMENT STATUS NOT UPDATING 21

F

ILE MIME TYPE ERROR 21

H

OW TO VIEW SCRIPT LOGS 21

SUPPORT 21

2

Adobe EchoSign for NetSuite Customization Guide

OVERVIEW

BUNDLE OVERVIEW

Adobe EchoSign for NetSuite is the only eSignature system with complete integration to NetSuite -

delivering complete web contracting automation in NetSuite for eSignatures and fax signatures. Send

contracts directly from NetSuite, view contract history, and save signed contracts with the associated

NetSuite records - customers, estimates, and more.

Send documents, agreements, quotes and other files for electronic signature or fax signature. Create an

EchoSign agreement associated with a customer, a lead, an estimate or other NetSuite object, attach

files, specify recipients, and send for signature. Adobe EchoSign will update NetSuite with the current

status of the agreement and will store the signed contract in NetSuite once it is fully executed.

BENEFITS

Send documents for electronic and fax signatures, gain real time visibility into every agreement sent out

for signature from within NetSuite. Accelerate sales by reducing the time to get contracts signed. Get

rid of paper-based contracting workflows.

VERSION 3 RELEASE NOTES

You can find the release notes to the Adobe EchoSign for NetSuite v3 release here.

3

Adobe EchoSign for NetSuite Customization Guide

INSTALLING AND CONFIGURING THE BUNDLE

PREREQUISITES

Only Administrators can install this bundle.

INSTALLATION STEPS

1.

Go to Setup / Customization / Install Bundle. Under Keywords, search for ‘EchoSign’.

2.

Select the

bundle ‘ Adobe EchoSign eSignatures for NetSuite’, and click ‘Install’.

N

ext, you will see the bundle components listed. Click ‘Install Bundle’. There is no need to change any

of the default values on the page.

4

Adobe EchoSign for NetSuite Customization Guide

After the bundle installation is complete, ‘Adobe EchoSign eSignatures for NetSuite’’ will appear on the

Installed Bundles

page.

3.

If you are already an Adobe EchoSign customer, continue to Step 4. If you do not have an Adobe

EchoSign account, you can sign

up for a FREE 14-day trial by clicking the link below:

https://netsuiteintegration.echosign.com/public/upgrade?type=enterprise_trial&cs=ns_bundle

Follow the online registration steps until your Adobe EchoSign account is enabled.

4. Sign into your account at http://www.echosign.com

and click on your ‘Account’ tab. Then select

‘EchoSign API’ on the lower left side. Click ‘Enable API Access’ and get your API key from the page.

5

Adobe EchoSign for NetSuite Customization Guide

5.

Configure your Adobe EchoSign bundle to use your account’s API key. In NetSuite, go to Setup

/ Company /

General Preferences

6.

At the bottom of the page, select the ‘Custom Preferences’ tab and copy your API key into the field

labeled ‘Enter EchoSign API key for your account’. Click ‘Save’ after entering the API key.

6

Adobe EchoSign for NetSuite Customization Guide

UPDATING THE BUNDLE - FOR EXISTING USERS

Adobe EchoSign may update the bundle from time to time. You can update to the latest version of the

bundle by going to Installed Bundles page and click on ‘Update’ in the Action column.

1. For existing users of Adobe EchoSign for NetSuite, you can easily update your bundle to the latest

version by going to

Setup / Customization / Install Bundle / List.

2. If there is a new update, you will see an exclamation point icon next to the Version number of the

current bundle you have.

3. Click on ‘Update’ in the ‘Action’ dropdown menu next to the name ‘Adobe EchoSign eSignatures for

NetSuite’.

4. Click on the ‘Update Bundle’ button without changing any of the default values displayed on the

page.

You may get the following warning when updating the bundle. If you have not made any

customization of the EchoSign records, you should be fine to proceed. If you are unsure, it would be

best to install the bundle on a Sandbox account to test it first before updating the bundle in a

production account.

After the bundle update is complete, ‘Adobe EchoSign eSignatures for NetSuite’ will appear on the

Installed Bundles

page.

7

Adobe EchoSign for NetSuite Customization Guide

CONFIGURATION STEPS

CUSTOM PREFERENCES

To configure custom preferences for your Adobe EchoSign bundle, go to Setup / Company /

General

Preferences.

• Use Parent Record Contact as Signer (NEW!):

When generating an agreement, Adobe EchoSign will

default the parent record contact as the first signer. The sender can easily remove or edit the default

signer or add additional signers to the agreement before sending. You can also turn off this functionality

by unchecking this box.

• Use Trans. Contact as Signer if present (NEW!): This preference is valid only if the preference

‘Use Parent Record Contact as Signer’ is also checked. If this box is checked then when

generating an agreement from a Transaction (e.g. Quote), Adobe EchoSign will default the

primary Transaction contact as the first signer. If there is no primary transaction contact or if

sending from NetSuite object record (e.g. Customer record), the default recipient will be the

customer email. The sender can easily remove or edit the default signer or add additional

signers to the agreement before sending.

• Allow Marking Recipients as Approvers (NEW!): You can mark any of your recipients as an

approver.

Recipients marked as approvers review and approve the document but they are not required

to sign it. They can be required to enter data into fields.

• Preferred Agreement Folder Id: You can set the folder where the final signed agreements will

be stored. If you don’t set a value for this field, then the final signed agreements will be saved in

the same folder as the original document file by default.

8

Adobe EchoSign for NetSuite Customization Guide

• Auto Attach Transaction PDF: Select this option if you want to automatically attach the

Transaction PDF to an agreement when creating a new agreement from a Transaction record.

• Add Signed PDF as Attachment or Link (NEW!): You have the option to automatically add the

Signed PDF as a link to the file or have it stored in NetSuite as an attachment on the Agreement

record.

• Include Audit Trail PDF with Agreement (NEW!): You have the option to automatically attach

the audit trail PDF to the Agreement record after any agreement is signed.

• Identity Verification for Signers (NEW!): You can enable or disable any of the 3 identity

verification methods for signers. By enabling the identity verification method(s), they will

appear on the EchoSign Agreement page for senders to select from when sending out an

agreement for signature. If selected by the sender, the identity verification method can be

applied to all signers or you can set them to only apply to signers outside of your EchoSign

account or only to signers internal to your account.

Verify Signer Identity - Ensure that before signers can view or sign the document, they have to

verify access to their email account AND verify their identity.

o Enable Password Required to Sign - Require signers to enter a one-time password you

specify.

o Enable Knowledge Based Authentication - Require signers to provide their name, address

and optionally the last 4 digits of their SSN and then answer a list of questions verifying the

information they provided. Powered by RSA. Available only in the United States.

o Enable Web Identity Authentication - Require signers to verify their identity by signing in to

one of the following sites: Facebook, Google, LinkedIn, Twitter, Yahoo! or Microsoft Live.

• Make the desired selections in ‘Custom Preferences’ and then click ‘Save’.

9

Adobe EchoSign for NetSuite Customization Guide

AUTOMATIC STATUS UPDATES

The Adobe EchoSign bundle allows you to automatically receive status updates into NetSuite so

that the data

regarding your agreements in NetSuite will always reflect their latest status. To

enable this feature, please follow the these steps:

•

Go to Setup / Company / Enable Features

• Select the ‘SuiteCloud’ tab

• Check the ‘Custom Records’ check box

• Check the ‘Client SuiteScript’ check box and agree to the terms. Check the ‘Server SuiteScript’

check box and agree to terms.

•

Click ‘Save’

10

Adobe EchoSign for NetSuite Customization Guide

USING ADOBE ECHOSIGN FOR NETSUITE

CREATING AND EDITING AN ADOBE ECHOSIGN AGREEMENT

NetSuite recommends that administrators who install a new bundle test that bundle using a NetSuite

Sandbox account first before installing on a production account.

1.

Select or create a customer record you would like to send an agreement from or you can select

another NetSuite record type that has the Agreements tab enabled. In that record, click on

the

Agreements tab and then click ‘New Agreement’.

2.

On the Agreement page, click ‘Edit’.

You may edit the agreement name, message or set advanced sending options including the following:

• Agreement Name: Enter a name for the agreement.

• Message: Include a message for the recipient.

• Signature Type: Select the type of signature accepted for the document. The options are e-

Signature and Fax Signature.

• I Also Need to Sign This Agreement: Indicate whether the sender also needs to sign the

agreement.

• Signature Order: If the previous option I Also Need to Sign This Agreement is checked, then

also select the order in which the sender and recipients should sign.

• Preview Document or Position Signatures (or form fields) (NEW!): Select this option to

preview the agreement before it is sent or to drag and drop signature fields, initial fields, or

other form fields on to the agreement before it is sent to recipients. After you have previewed

the document or dragged the fields you want on to the document, remember to click the Send

button to send the agreement to the recipient.

• Verify Signer Identity: Ensure that before signers can view or sign the document, they have to

verify access to their email account AND verify their identity.

o Password Required to Sign: Require Signers to enter a one-time password you specify.

o Knowledge Based Authentication (NEW!): Require signers to provide their name,

address and optionally the last 4 digits of their SSN and then answer a list of questions

verifying the information they provided. Powered by RSA. Available only in the United

States.

o Web Identity Authentication (NEW!): Require signers to verify their identity by signing

in to one of the following sites: Facebook, Google, LinkedIn, Twitter, Yahoo! or

Microsoft Live.

11

Adobe EchoSign for NetSuite Customization Guide

• Password Required To View PDF: Indicate whether a password must be entered before a

recipient may open a PDF of the agreement or signed agreement. The PDF file that is sent to

everyone will be encrypted and this password will be required to open it. Don't lose your

password as it is not recoverable. In the event that you do lose the password, you'll need to

delete that transaction and begin again.

• Remind Recipients to Sign: Send a weekly or daily reminder to your signers.

• Language: Specify the language in which the signing page and email notifications will be

displayed to the recipients.

• Host Signing for the First Signer: Indicate whether the sender would like to host the agreement

signing in-person.

• Signing Deadline: Set a deadline for your agreements.

3. In the ‘Documents’ tab, attach a document from the file cabinet or upload a new one by clicking on

‘New EchoSign Document’ or typing in the document name of a document in your NetSuite file

cabinet. You can add multiple documents. Click ‘Add’ after adding each document.

12

Adobe EchoSign for NetSuite Customization Guide

If you click on the New EchoSign Document button, you can select files from your Transaction record or

select from your File Cabinet documents list, or upload a new document.

4. In the ‘Recipients’ tab, specify a recipient by either selecting from the contact list or typing an email

address. Each of your recipients can be marked as Signer, Approver, or CC. Signers will be required

to sign the document while Approvers are not required to sign the document. Approvers will be

asked to approve the document. Recipients marked as CC will only be notified of document

updates and completion of the transaction. These recipients are not a party to the signature or

approval process. Click ‘Add’ after entering each recipient.

5. Click ‘Save’.

SENDING AGREEMENTS FOR SIGNATURE

When the agreement is ready to be sent, click the ‘Send for Signature’ button.

Recipients then receive an e-mail informing them of the documents awaiting their signature. After the

recipients have signed the document, the sender receives a notification by e-mail that the document

has been signed.

13

Adobe EchoSign for NetSuite Customization Guide

If the ‘Host Signing for First Signer’ option is checked, clicking ‘Send for Signature’ opens a pop-up

window to allow the signer to sign the document with the sender present.

A ‘Host Signing for Current Signer’ link also appears next to the ‘Host Signing for First Signer’ field,

which can be accessed until the document is signed. Use this link to host agreement signing for

multiple signers, or to reopen the pop-up window if it accidentally closed.

(NEW!) If ‘Preview document or position signatures’ option is checked, clicking ‘Send for Signature’

opens a pop-up window that allows the sender to preview the document or drag form fields on to the

document before it is sent. Remember to click the ‘Send’ button in that window to send the agreement

to the recipient.

SENDING FROM A QUOTE

Adobe EchoSign has a direct integration with Quotes in NetSuite so that the PDF of the quote is

automatically generated and attached to the agreement record.

When viewing a Quote, click the button ‘Send for Signature’. The quote will be generated and

automatically attached to the agreement. See more information below about Transaction Records.

You can also add the Send for Signature button to other transaction record types. See instructions here

.

TRACKING STATUS AND SENDING REMINDERS

After you send an agreement, the document status will change to ‘Out for Signature’ and a new ‘Events’

tab will appear in the agreement record

where you can track the agreement’s status. You can see a

history of the agreement events, which includes information about when the agreement was sent,

viewed, and was signed.

After you send an agreement out for signature, you can also click the ‘Send Reminder’ button and

Adobe EchoSign will send an automatic reminder to the current signer.

An EchoSign Agreement may be canceled after it has been sent for a signature if all recipients have not

yet signed the document. A button labeled ‘Cancel Agreement’ appears in the Detail View of an

agreement after a document has been sent for signature. Click this button to cancel the agreement.

14

Adobe EchoSign for NetSuite Customization Guide

After the agreement is signed, its status will change to ‘Signed’, a new ‘Signed Document’ tab will appear

allowing you to see image thumbnails of the signed document. The ‘Signed Document’ field is a link to

the signed PDF document stored in your file cabinet.

Also, you can easily link back to the Parent record for this agreement as well as download the Signed

Document or Audit Trail.

Note: After an agreement has been sent for signature, you will not be able to edit the record. This

is to preserve the record of events.

15

Adobe EchoSign for NetSuite Customization Guide

USING THE BUNDLE

ROLES AND PERMISSIONS

Most NetSuite roles (Sales Rep, Sales Manager, Controller, etc.) should have permission to use EchoSign

without additional configuration.

To add permission to additional roles to view agreement records, follow the steps below:

1.

Go to Setup / Customization / Record Types

If you do not see the ‘Record Types’ item in the list, go to Setup / Company / Enable Features and select

the

Custom Record checkbox on the SuiteCloud tab.

2.

From Setup / Customization / Record Types, set permissions for the ‘EchoSign Agreement’ record

type.

3.

For the EchoSign Agreement record type:

• Set ‘Access Type’ to ‘Use Permission List’

• On the Permissions tab

set the following permissions for the required roles

:

a.

Set ‘Level’ to ‘Full’.

b. Set ‘Default Form’ to ‘Custom EchoSign Agreement Form’

c. Select ‘Restrict Form’ check box.

16

Adobe EchoSign for NetSuite Customization Guide

4.

Since the EchoSign Agreement record type is the only record type where permissions matter and is

necessary, for all the other EchoSign record types set

‘Access Type’ to ‘No Permission Required’.

a. This applies to:

i.

EchoSign Config

ii.

EchoSign Document

iii.

EchoSign Event

iv.

EchoSign Language

v.

EchoSign Script Errors

vi.

EchoSign Signed Agreement

vii.

EchoSign Signer

To modify permissions to the Agreement tab or Send For Signature button:

1. Go to Setup / Customization / Scripts

2. On the next screen select ‘View’ for the script you want modify access for.

a. To modify permissions for the ‘Send for Signature’ Button, select the ‘EchoSign Estimate

Button’ script.

b. To modify permissions for the ‘Agreements’ tab, select the ‘EchoSign Agreement Loader’

Script.

17

Adobe EchoSign for NetSuite Customization Guide

3. On the next screen click the ‘Deployments’ tab and select the entity that you want to modify

access for.

4. On the following screen, click the 'Edit' button.

a. On the 'Audience' tab, select the specific roles or users that you want to grant access to. If

you want to grant access to all roles or users, then check the box 'Select all'

5. Click 'Save'.

18

Adobe EchoSign for NetSuite Customization Guide

ADVANCED CUSTOMIZATION

USING ECHOSIGN WITH OTHER RECORDS

The bundle already exposes the EchoSign agreement object with many standard NetSuite objects

including:

Customer, Estimate, Lead, Opportunity, and Partner records. You can use EchoSign with

other record types as well including custom records.

The agreement tab can appear with two types of NetSuite records - -- ‘Entity’ and ‘Transaction’.

For our

purpose we can usually assume that a ‘Transaction’ record is a record that can be converted into a PDF

document - -- e.g. a Quote - -- whereas an ‘Entity’ record cannot.

TRANSACTION RECORDS

If the agreement is created from a Transaction record, the first document on the agreement record will

be the PDF version of the record it came from and the first recipient will be the email address of the

record. If you don’t want the first document to be a PDF version of the record it came from, uncheck

‘Auto Attach Transaction PDF’ under Setup / Company / General Preferences / Custom Preferences.

Under Custom Preferences, you can also check the box ‘Use Transaction Contact as First Signer’ if you

want the primary transaction contact to be added automatically as the first signer.

When associated with a Transaction record, both the ‘Agreements’ tab as well as a ‘Send for

Signature’

button will appear.

ENTITY RECORDS

If the agreement is created from an Entity record the first recipient will be the email address from the

record. When associated with an Entity record, only the ‘Agreements’ tab will appear.

19

Adobe EchoSign for NetSuite Customization Guide

CONFIGURE ECHOSIGN AGREEMENTS FOR ADDITIONAL RECORD TYPES

To deploy the agreements list on other records, follow the steps below.

1.

Setup / Customization / Scripts

2.

On the next screen select ‘View’ for the script you want to deploy.

•

To add the ‘Send for Signature’ Button, select the ‘EchoSign Estimate Button’ script.

• To add the ‘Agreements’ tab, select the ‘EchoSign Agreement Loader’ Script.

3.

On the next screen click the ‘Deploy Script’ Button.

4.

On the following screen, fill out the form with the following info:

•

Check the ‘Deployed’ checkbox

• Set ‘Applies To’ to the Record type you need. Set ‘Status’ to ‘Released’

• Check the ‘Execute as Admin’ checkbox

• Select the roles you want the list to show up for or check ‘select all’. Select the employees you

want the list to show up for or check ‘select all’

5. Click ‘Save’.

UNINSTALLING THE BUNDLE

To uninstall this bundle follow the steps provided in the NetSuite Help Center topic Uninstalling Bundles

into Your NetSuite Account.

Please note that uninstalling the bundle will result in losing some or all your EchoSign agreement data.

It is not recommended that you uninstall the bundle if you want to retain your agreement data.

20

Page is loading ...

Adobe EchoSign for NetSuite V3 Operating instructions

Adobe EchoSign for NetSuite V3 Operating instructions

Related papers

Other documents