RS Signature Documentation


  1. About Google Docs
  2. Installing and Configuring the App
  3. Configure for Standard or Custom objects
  4. Sending Documents for signature
  5. Document Counter Sign
  6. Configuring email templates
  7. Merge Signature Fields
  8. Using RS Documents with RS Signature for full automation
  9. Passing Default Values to Send Document page
  10. Updating related records with Signature fields
  11. eSignature common errors
  12. eSignature Use Cases
  13. Custom Signature Completion URL

About Google Docs

RS Signature is using Google Docs to send the document for signature. We chose this platform for our app because we think Google Docs is the most modern and efficient platform for managing your documents in the cloud. It’s extremely simple to adapt as it has most of the features Microsoft Office Word has to offer. You can create a standard template in Google Docs and manually update if with information needed each time you need to send it for signature, or you can use RS Documents app to auto generate a Google Doc based on on a template and merging data from your Salesforce. You can learn more about Google Docs and create your free or business account here.

Installing and Configuring the App

  1. Please contact us if you would like a free 30 minute demo of the app shown in our Ramsey Solutions org:  If you would like more of a training session to get you started using the app, we offer this as a premium service for $95/hour, contact for more detail. If you want more of a full service implementation and configuration you can contact our services team: for paid consulting services at $175/hour.
  2. Go to the AppExchange profile for RS Signature to install the app into your Salesforce org.
    1. If you are using Salesforce Professional Edition, you will need to submit a case to Salesforce support to get your API enabled. RS Signature app will not work without API enabled.
  3. Click the Get It Now green button.
    Screen Shot 2015-01-20 at 2.35.42 PM
  4. Follow the steps prompted to install the package in Production or Sandbox org.
  5. We recommend installing for use by all users instead of just Admins if you intend to have used by all/most users.  Otherwise you need to adjust permissions later for all other profiles. Once you click to install, a notification will pop up asking you to “Approve Third-Party Access….Website: SSLEncrypted” which you will want to check the box “Yes, grant access to these third-party web sites” to continue with install.
    1. ‘’ is the domain we use for RS Signature app and this step authorizes the connection in your Salesforce. (2)
  6. After the app is installed you can add the tab “eSign Docs” to your top tabs if you want.  Or click on “+” icon on right of tab bar, then click on the eSign Configuration tab.
  7. Click the “Grant Access” button and then click ‘Allow’ on the next page.  This connects your Salesforce org with the RS Signature app so we can display documents you send for signature and update the signature status in your Salesforce.
    1. NOTE: Whoever grants access to the app should remain an active user and have a system administrator profile type.
    2. NOTE: If using Salesforce Professional Edition, make sure you have API enabled. If you do not, you can submit a case to Salesforce support to get it enabled.
  8. Enter an admin email into the Alert Email field and click Save.  These are email alerts when there is an error processing a signature save outside of Salesforce.

Configure for Standard or Custom objects.

  1. When the app is installed a new object called “eSign Doc” is created to track all of the documents you send for signature and their status.
  2. You can relate the eSign Doc to any Standard or Custom object you want in Salesforce.
  3. You should decide which object(s) the eSign Doc should be related to. This would allow you to send a document related to the Opportunity, for example a Proposal or Contract. If working with the standard objects Account, Contact, or Opportunity you do not need to create additional lookup field as we have already related them to the eSign object with the installed package.
  4. To related eSign Doc to another object other than Account, Contact, Opportunity, or Work Order, go to Setup -> Create -> Objects -> select “eSign Doc” object -> create a new custom field “Lookup field type” with the lookup relationship to the object you want to relate it to, for example Quotes.
  5. Modify page layout of the object you are relating sSign Doc to.
    1. Select “Page Layouts” and click Edit next to layout you wish to add eSign Doc to.  In this example, Opportunity.
    2. Select Related Lists, locate and add eSign Docs to the layout.
    3. Without leaving edit mode, scroll down to the related list you just added, click on wrench icon to modify related list properties.
    4. From Available Fields list move the following into Selected Fields list: Document ID, Created Date, Email Opened, Document Opened, Recipient Signed, Signature Status, Doc Link.  Then sort by Created Date descending.
    5. Optional Settings – You can add a new section to eSign doc layout to be called “Optional Settings” or “Optional Parameters” and then drag the following fields under this section:
      1. Title & Company Not Required – If your recipient does not have a title or company or you do not want them to include this information when signing the document, you have option to check this box on eSign doc so these fields will not show when they are signing the document. They will only need to enter their name and populate email address for signed PDF copy to be sent too.
      2. Language – English is default app language though there is also option for French. There is a picklist field on eSign doc where you can update the value to French if you have French speaking customers. You will need to update the value of field on eSign doc record after it is created and before recipient signs document. There is an option to change the language back to English if needed, click the link in top right corner to change from “EN/FR.” Or you can change the language to French by clicking the language option link “FR” in top right corner even if the language value is not populated on eSign doc.
      3. Attach Signed PDF as File – If using Lightning Experience and/or prefer using Files over Notes & Attachments, you can check this box on eSign doc record to generate a File instead of Attachment. Make sure you have the Files related list on your eSign doc page layout. If using both related lists for Notes & Attachments and Files, you will see the File PDF shown under both sections when working with Files though you can also remove the Notes & Attachments related list from your layout.
      4. Merge Signature Fields – This feature is only available if using RS Signature with our RS Documents app. For more detail on this feature, see section below Merge Signature Fields.
      5. Hand Signature Required – You have the option to require a drawn signature from your signing recipient if needed. There is a checkbox field on eSign doc record that you can check after created if you would like to force this type of signature. The signer will receive an error notification saying “Please draw your signature” if they try to click “Accept and Sign” without drawing their signature.
        Screen Shot 2018-05-15 at 2.40.48 PM
      6. Hide Hand Signature – In addition to making hand signature required, you have option to hide this feature entirely. There is a checkbox field on the eSign doc record called “Hide Hand Signature,” that you can check after created if you would like to hide this option of signature.
      7. OPTIONAL WORKFLOW: By default these fields are not checked on eSign doc record once created and default language is English so you need to manually check the field after document is sent for signature and before the recipient signs the document. You can also create a Workflow or Process Builder to set the value to checked or English each time a new eSign doc record is created.
        Optional Settings (3)
  6. Repeat steps for any other object you want to relate the eSign Doc to.
  7. Now you are ready to use the app.

Sending Documents for Signature

  1. After you related eSign Doc to the object and added the related list to the object page layout, open a record of that object that you want to test it on.  We related eSign Doc object to the Opportunity object to show as example in this documentation.
  2. To send a new document for signature, go to a record you want to send a document for signature for, go to the related list of eSign Doc and click “New” button.  You can also go to the tab “eSign Doc” under more tabs “+” sign on tab bar and then click “New” button.
  3. On the Send Document page you will fill in the following information to send a document for signature.  (Later we will explain how you can pre-populate all these values automatically with a custom button/link).
    1. Google Doc ID – enter the google doc id of the google doc you want to send for signature:
      1. If you are looking at your Google Doc the ID is the text after “” and before the “/edit”:
    2. Send From – by default the sender of document will be set to “current user” which is typically the eSign doc owner that created the document. You also have the option to change the sender to be from “org wide email address” if you have configured this feature in your Salesforce. That way when the recipient receives the email for with eSign document, the sender address will show the org wide email address/company display name.
      Send from eSign doc option (1)
    3. Send To – select a Contact in your Salesforce via the lookup icon that you want to send the document to, the “Recipient”.
      1. If you do not select an existing Contact recipient in the Send To field, then you can utilize the following fields in replacement:
        1. Email To Name – If you don’t select a Contact record in the Send To, then you can also just type in a name of a person to send the document to.  Type the full name  in this field and then use their email address in the “Email To” field below.
        2. Email To – If you don’t select a Contact record in the Send To and typed in name for the “Email To Name”, then you can also just enter an email address of the person to send the document to.
    4. CC - enter any other email addresses separated by a comma (no space in between email addresses) that you wish to CC on this email.
    5. Counter Sign Method:
      1. Defaults to No Counter Sign Needed.
      2. Counter Sign Required – Select if you want this document to be counter signed by someone at the company after it is signed by the recipient.
      3. Auto Counter Sign option allows you to automatically countersign the document after it’s signed by the recipient.
    6. Counter Signed By User – If you select Counter Sign Required or Auto Counter Sign, then here you select the User in Salesforce who needs to counter sign the document.
    7. Email Template – optionally you can select an email template you have previously created to be used to send this document.  Find out how to configure an email template with proper merge fields in Configuring Email Templates section below.
      1. If your template does not have the proper code to include the eSignature link, then this merge code will be automatically added to the email body.
      2. If template is selected then the Subject and Body will be populated.  You can use the button “Email Preview” to preview the email with the fields merged.
    8. Subject – If template was not selected, you can enter an email subject here.
    9. Body – If template was not selected, you can type the email body manually here (as plain text, or paste HTML code).  If you chose to do this, make sure you have the eSignature link {!esign__Document__c.esign__eSign_Link__c} merged somewhere in the email body so the recipient can have the link to click to sign the document.  You can put this link in any way you want with link text like “Sign Here” or with an image button clicking to the link. See Configuring Email Templates section below for examples.
    10. In the Related Records section you can select the record that you want to relate this e-signature to. It will only display the fields for the objects that you previously created lookup fields for (from Step 3 of Configure for Standard or Custom objects).
      1. If you clicked this from a record that eSign Doc is related to, then the record will be pre-populated.
      2. Check the box for Update Related Records if you want to update signature fields on the related record automatically. Please refer to Updating Related Records with Signature Fields section below for instructions on this feature.
  4. Click “Send for Signature” button at the bottom.
  5. Now the email will be sent to the recipient and the eSign Doc record is created with a Signature Status of “Sent”.
  6. If the recipient opens the email, then the “Email Opened” will be updated with that date/time they opened the email and the Signature Status will be changed to “Delivered”.  This gives good visibility and ability to followup if never opened.
  7. The recipient will click the link/button in the email body to sign.
  8. If they click the link and open the document, then the Signature Status automatically changes to “Opened” and the date/time is recorded in “Document Opened”.
  9. When they click the link, they will go to a web page unique to this eSign Doc and display the Google Doc for review.  They have button to download a PDF of the Google Doc or to Comment on the Google Doc.
  10. If ready to sign, they will fill out the fields at the bottom to enter their full name, company, title, and email and then click “Accept and Sign” button once complete. They will receive an error message in red if they do not fill out one of the required fields.
    1. Optional Feature: You may remove the required fields “Title & Company” if you do not want recipient to provide this information. There is a checkbox field on eSign doc that you may check to remove these fields before the recipient opens the document to sign. Or you can setup workflow or process builder to check this value each time new eSign doc is created.
  11. Recipients also have option to”Draw Signature” and then draw their signature using mouse or touch pad on tablet. Once you finished drawing your signature, click the “Apply Signature” button and the image of signature will merge into signed eSign document. This is not required by default and signer can just manually type in name to sign document.
    1. Optional Feature: You can make a “Hand Signature Required” that is an available checkbox field on eSign Doc record. If you would like to force all signing recipients to draw their signature,  you can setup workflow or process builder to check this value each time new eSign doc is created.
    2. Optional Feature: You can hide this feature by checking box on eSign doc record called “Hide Hand Signature.” If you would like to force all signing recipients to draw their signature,  you can setup workflow or process builder to check this value each time new eSign doc is created.eSign doc settings and draw signatureExample of Drawn Signature:

Draw Signature (2)

Example eSign Doc with French Language:French Translation (2)

  1. Optional Feature: If you want to restrict the recipient from being able to “comment” on the document, you can check the box “Disable Comment Button” on the eSign doc record before you send document for signature. If you want to turn this feature off entirely for all your eSign docs, you can create a workflow to auto check this checkbox field when eSign doc record is created.
    Disable Comment Button
  2. If they click the button to sign, then the Signature Status changes to “Signed” and “Recipient Signed” date/time is populated
  3. Salesforce User who sent document (typically eSign doc owner) will be sent an internal notification when document is signed by recipient with existing email template/workflow that comes with installed package:
    1. “Document Signed by Recipient Notification” Template: You can edit the existing email template “Document Signed by Recipient Notification” that came with installed package or you can create a new email template if you would like, make sure to include the field that will link back to eSign doc record: {!esign__Document__c.Link} somewhere in body of template and refer to  Configuring Email Templates section below for additional instruction on formatting merge fields.
    2. Workflow “Document Signed by Recipient:” You can edit the workflow action “Email to document owner”  to update the email template to a new one of your choice per step above. Or you can also create a new workflow if you do not want to use existing actions in this managed workflow “Document Signed By Recipient” that came with installed package. Make sure to activate any new workflow and deactivate those that are not in use.
  4. If No Counter Sign was needed, then eSign Doc Signature Status will be changed to “Signed”.


Document Counter Sign

  1. If Counter Sign Method was set to “Auto Counter Sign” then after Recipient signs the document it will be automatically counter signed.
  2. If Counter Sign Method was set to “Counter Sign Required”, then user who needs to counter sign will be notified with link to counter sign.
    1. When the user clicks on the link it will redirect them to Salesforce eSign record page.
    2. Then the user should click the button “Counter Sign” at the top.
  3. Once the document is counter signed by either method, then the eSign Doc Signature Status will be changed to “Signed”.
  4. The recipient will be emailed a PDF copy of the document to the email address they populated when signing the eSignature document.
  5. The app will append electronic signature information to the bottom of the document.
  6. The PDF is also attached to the eSign Doc record and will show under the Notes & Attachments related list. There is option to generate a File instead of attachment if using Lightning Experience, you just need to check the box on eSign doc layout to “Attach Signed PDF as File.” Or you can create a workflow or process builder to set this value to checked each time eSign doc record is created.
  7. Optional Advanced Configuration if using RS Signature with RS Documents app: You can merge an image of counter-signer signature image into google doc template so that when the recipient decides to use feature to draw their signature, then the counter-signer signature image will already be there.



Configuring Email Templates

RS Signature does support Letterheads created in Salesforce. You can also use full custom HTML or plain text templates.

  1. Create an email template that is related to the object you are sending the document from and that you have related eSign Doc to via a lookup field.
  2. Add all your merge fields as you would normally. 
  3. Now you need to replace the base object part of the merge field with “esign__Document__c.” plus the api name of the lookup field on the eSign Doc object you created that relates it to the base object followed by “__r.”
    1. For example, lets say you have a lookup field on the eSign Doc object called “esign_Opportunity__c”.  And when you merge a field in the email template builder from the Opportunity it would merge {!Opportunity.Amount}.  So instead of “Opportunity” in that you would put “esign__Document__c.esign_Opportunity__r.” with a final merge field of {!esign__Document__c.esign_Opportunity__r.Amount}
      ****NOTE the importance of the double underscore after esign and Opportunity (would be the same double underscore for your merge field format with esign and object name).
    2. Basically you are merging the field from the eSign Doc object and need to have a merge field code that starts from the eSign Doc object through your lookup field to the field name on that related object.
    3. Optionally you could create a Formula field on the eSign Doc object and use the formula builder to merge the related field you want into that formula/text field.  Then you can build your email template from the eSign Doc object to merge the fields you want directly into the email template without needing to update anything in the merge field code since you are merging directly from the eSign Doc.  If you don’t want to create the formula fields on the eSign Doc object, then follow the steps above.
  4. Add link or button with eSign code to your email template.
    1. You have to have an eSignature link {!esign__Document__c.esign__eSign_Link__c} merged somewhere in the email body so the recipient can have the link to click to sign the document.
    2. You can put this link in any way you want with link text like “Sign Here” or with an image button clicking to the link (in HTML templates only).
    3. To link text you can use this code as example: <a href=”{!esign__Document__c.esign__eSign_Link__c}”>Sign Here</a>
    4. To use image button you first need your image to be uploaded to externally available source. You can upload it to your Documents tab in Salesforce and check the box Externally available. Then use image URL in the HTML code in your email, inside ” “, after scr=.
      Use the following code as example: <a href=”{!esign__Document__c.esign__eSign_Link__c}”><img alt=”Click Here to Sign” src=”” style=”width: 194px; height: 54px;” /></a>
  5. You can create a new email template that is being sent to the signer after the document is signed.  
    1. There is currently a default email notification that the app is using to notify the Signer of a completed document, it’s called “Document Signed Notification.” This email template is used to notify the signer of document and body of email says “Attached is a copy of the document you signed” and the email will include PDF format copy of final signed documents, including countersign signatures if applicable. 
      1. NOTE: This email is being sent through our app Apex code so you cannot modify this existing email template.
    2. You do have the option to create a different template to notify the signer of completed document. To do this you need to create a new email template with the merge fields you want (with merged field logic described above) and then setup a workflow to set the value of eSign Doc.Document Signed Email Template field on eSign Doc object to the Salesforce ID of the email template that you just created.  Evaluate The Rule can be set to Create and “true” for criteria to make sure it always set.  But you can also place logic around workflows to use different email templates depending on the document being signed such as the name of the document or the object it is related to etc.




Merge Signature Fields on eSign Document

  1. This feature is only available if you also  have RS Documents app installed into your Salesforce.
  2. If you would like to merge signature fields onto your eSign document for “signed by” and/or “countersigned by,” you can merge the following fields onto your google doc template:
    a) Signed By: {!esign__Document__c.esign__Signed_By_Name__c}
    b) Countersigned By: {!esign__Document__c.esign__Counter_Signed_By__r.Name}
  3. You can change the font on these fields to look more like a signature font if you would like (or place an underline below these fields to show signature placement).
  4. Apply white color to the above merge fields on google doc template so that text is invisible when sending the document for eSignature (text is white/invisible so the recipient does not see the merge field when first signing document but once the document is signed and PDF is created, the text will change to black automatically).
    Untitled drawing (3)
  5. You can add these signature fields to an existing google doc template you use to send documents for signature or add these signature fields as needed when creating a new eSign doc record.
  6. After the eSign doc is sent via email, go to the eSign doc record and check field “Merge Signature Fields” (add this field to eSign doc page layout if not showing).
    1. By default the “Merge Signature” field is unchecked after eSign doc record is created so you need to manually check it after the eSign doc is sent via email and before it is signed OR you can setup a workflow rule to auto check this field when new eSign doc record is created.
  7. Once document is signed, the PDF on eSign doc record should contain names of the people who signed Document where these merge fields were defined (should now show in black font after signed).
    Untitled drawing (2)
  8. Additional eSignature Merge Fields:  Here is a list of other possible eSignature fields you can merge onto your Google Doc template coming from eSign doc object:
    Who you are emailing the eSign document too:
    Who signed the eSign document:
    Who countersigned the eSign document:
    Which Salesforce user created the eSign doc:
    Which Salesforce user sent the eSign doc they owned:
    Links to Google Doc Link & eSignature Link:

Using RS Documents with RS Signature for full automation

  1. Install and configure RS Documents to generate the Google Docs based on your template.
    1. Install RS Documents from AppExchange. 
    2. Follow the Documentation to configure RS Documents.
  2. On the Document Action record that you wish to configure to send for signature:
    1. Configure fields in sections: Information,  Properties of Merged Document in Google Drive, and Properties of Merged Document as directed in RS Documents Documentation.
    2. In Email section set Email To, Email CC, and Email Template.
      1. While selecting email template remember to include {!esign__Document__c.esign__eSign_Link__c} link in email body to allow recipient to sign a document.
    3. In eSignature Section:
      1. Send for Signature Action – set to Preview to see the document before you send it or Autosend to automatically send the document for signature.
        1. If using Lightning Experience, the email “Preview” feature is not currently available so it will need to be set to “Autosend.”
      2. Parent Lookup Field Name – this lookup field label should always come from the same object you indicated in Base Object API in Document Action Details above.
        1. If you are using either Account, Contact, or Opportunity standard Salesforce objects for your base object, the RS Signature package already comes with lookup fields to these objects from eSign custom object that you can use for Parent Lookup Field (be sure not to create a duplicate lookup field).
        2. If using a different standard object than what is listed above or a custom object, you will need to create a lookup field to that object from the eSign custom object.
        3. From setup menu, go to the eSign custom object and find the lookup field you would like to use or just created.
          1. Find the Field label name of the lookup field you would like to use. For example, if using Opportunity, you will see that the field label name is “Opportunity” and this is what you paste into field on document action.
          2. IMPORTANT NOTE: If the field label has two words or more and include underscores between the words, then you keep the underscore(s) between object words and exclude any underscore after the last word (usually this means removing the “_c” from end of field label). For example, if you created a lookup field to Lead from eSign object called “Sales Order” and the field label shows “Sales_Order_c” then you would want to remove the last part (“_c”) and paste “Sales_Order” into the field name on document action.
      3. Counter Sign Method – set similar to the logic explained in the previous section.
      4. Counter Signed By – set to user ID that will need to countersign the document (for example: a0BE000000h3258), or use a button merge field to merge ID dynamically (for example: {!Opportunity.OwnerId} )
      5. Using Merge Signature Fields on eSign Document with Full Automation – if you would like to merge signature fields with automation, select option to “autocountersign” in document action under eSignature section.
        1. By default, the field “Merge Signature Fields” on eSign doc record is unchecked when new record is created. If you would like to automatically merge signature fields with every new eSign doc record, you can create a workflow to to auto check this field each time new eSign doc record is created.
        2. See section above ‘Using Merge Signature Fields on eSign Document’ for more detail on this feature.
      6. Additional eSignature Field & Additional eSignature Value – here you can pass additional lookup field values to eSign object that you created. For example if in addition to your Base/Parent object, you also created another lookup field on eSign object that you wish to pre-populate, you will indicate it in these fields.
        1. Additional eSignature Field – write the lookup field label here. For example: if you created a lookup field to Account on eSign object that is called Client, then you will write “Client” in this field  (if your field label consist of 2 words, make sure to include any underscores between words, but leave off the end of label “__c” part). For example if your field label is “Sales_Order_c,” you would use “Sales_Order.”
        2. Additional eSignature Value – populate the value you wish to pass into Additional eSignature Field with the button merge code for this field from your Base/Parent object. For example: our Base/Parent object is Opportunity and additional field is Client which is a lookup to Account, then we will set this field to {!Opportunity.AccountId}.
          1. NOTE: If you would like to pass value of picklist field into your custom button code, you would use the eSignparam value (in this example with a two word custom object, it would be “Sales_Order”) and then use the text of a picklist value, removing the quotation marks and DO NOT use underscores between words.
        3. You can keep passing additional variables like this pair if you have more fields that you wish to pre-populate.  To do that you will need to manually add  parameters to your button code after you create your button. You can keep adding parameters with number like “&esignparam3=” for the field and “&esignparamvalue3″= for the value. Start with “3” because 1 and 2 are already used for Parent Lookup field and Additional eSignature fields.Document-Action
  3. Use the button code provided to add the button/link to your page layout or a formula field so you can click on the record and generate the Google Doc and send for signature using RS Documents in one click.
    Important: After you configured the button or link to generate your documents, remember every time you make changes to Document Action record, you have to copy the new Button/Link Code and update your button or formula, as the changes will not be passed to your button or formula automatically. 

Passing Default values to Send Document Page

  1. If you are not using RS Signature with another document generating app like RS Documents app, you can create a custom link/button to click to go to sending a eSign Document but pass all the variables to pre-populate the values on the page so you don’t need to fill them in.
  2. First go to the eSign Docs tab, and click the New button.  Or New from the related list on the object you are relating to.  Get the url of the page you are on when Sending Document.
    For example in our test org it is
  3. Now take that URL and use that in your custom link/button and add variables to the end of the url by adding an “&” then the api name of the field on eSign Doc object you want to populate without the __c at the end and an “=” and then the value you want to populate it with.  In your formula you might include a fixed text value or a merge field value from the record the link/button is going on.
  4. For example if I want to pass the Google Doc Id that I have saved on my Opportunity object in a field called “Google_Doc_Id”.  Then I can add to the end of the url “&Google_Doc_ID={!Opportunity.Google_Doc_Id}”.  When clicking link from an Opportunity record the value will be passed and pre-populated to the Send Document page.
  5. You can do the same for these fields:
  6. &Google_Doc_ID= text value of the google doc id.
  7. &Send_To= the salesforce id of a contact record.
  8. &Email_To_Name= text value of a full name.
  9. &Email_To= text value of email address.
  10. &Email_CC= text value of email addresses separated by semi colon.
  11. &Counter_Sign_Method= text value of one of the picklist options.
  12. &Counter_Signed_By= the salesforce id of the user record.
  13. &Email_Template= the salesforce id of the email template.
  14. &Subject= text value of the subject.
  15. &Body= text value of the body.  This can’t be too long in a url code.  Best to use a template.
  16. &Update_Related= put “true” or “false”.
  17. If you want to populate other custom related to lookup fields you have created just use the api name of the lookup field you created in the same way.  For example if I created a lookup field called “Opportunity” then I would put &Opportunity= the salesforce record id of the opportunity.

 Updating related records with Signature fields

  1. You may need to update related records based on changes made on eSign Doc records (Signature Status, Counter Sign Date etc). For example: a contract gets sent out for signature from Opportunity and when it’s signed,  Opportunity Stage needs to change to Closed Won.
  2. You can update related records based on different logic and criteria by building a process in Salesforce Process Builder. Find out more about using Process Builder here. You can configure your process to complete a simple action, or complete multiple actions at once, including time based updates, field update, flow execution and more. It’s a very powerful and user-friendly tool that allows you to create and configure most of the processes without writing any code.
  3. You may also use Apex to configure any logic or process if it’s beyond Process Builder capabilities.
  4. There’s also a feature included in the app that allows you to update basic Signature information on related record without using Process Builder or Apex. This feature allows you pass Signature Status, Recipient Signed Date, and Counter Signed Date values to related records:
    1. In order to use the feature you first need to create fields to be updated on your related object (whichever objects you created Lookup fields to on eSign Doc object).
    2. The fields to create have to be the following (make sure the following names are set as your fields API names):
      Signature_Status__c (field type: text)
      Recipient_Signed__c  (field type: Date/Time)
      Counter_Signed_Date__c  (field type: Date/Time)
    3. While sending the document for signature in a New eSign Doc configuration screen you have an option to check the box  Update Related Records under Related Record section. Check that box if you want to update those Signature fields that you just created on the related record automatically. You can then use that information to setup workflows.



eSignature Common Errors

  1. Error Message:”Insert failed. First exception on row 0; first error: CANNOT_INSERT_UPDATE_ACTIVATE_ENTITY, esign.Document: execution of AfterInsert caused by: esign.Template.TemplateException: Target ids passed do not contain necessary id for object type ‘account’. (esign) : [] Error is in expression ‘{!SendForSignature}’ in component <apex:commandButton> in page esign:sendnewdocument: (esign).
    1. An error like this can happen when trying to “send document for signature” either on auto send or email preview. You can see it refers to “eSign template” which lets you know it is referring to an email template. You can also see the error is referring to first row on object ‘account’ so you can take a look at email template to where you see an account field trying to merge. When reviewing the email template, the merge fields did not have the eSignature app requirement to add “esign_Document__c.” before every field after the {! in the merge field.
    2. Please see the section in our documentation “Configuring Email Template” for more information.
  2. Error Message: “List has no rows for assignment to SObject
    1. Similar to the error message above, this error may happen if the formatting of merge fields on email template being used with RS Signature does not have the proper format. Please see the section in our documentation “Configuring Email Template” for more information.
  3. Error Message: “No Document Found
    1. If you are seeing this error message when clicking on eSign agreement link from email or from the eSign Doc record, it is most likely an issue with the user that granted access to the app under the eSign Configuration tab. Want to check that the user that granted access to the app is still “active” and an assigned user if using in Production org.
    2. It is best to grant access to the app under a user that is a “System Administrator.”
    3. If user is active and an administrator and error still persists, next step is to check the sharing settings on google doc template and use and if applicable, also the google doc folder that the template is going into. You want to make sure sharing settings are “anyone with link” or shared with the specific users that are using that template and/or google drive folder.
  4. Error Message: “eSign Server Error”
    1. You may see this error message when trying to click “Grant Access” under the eSign Configuration tab.
    2. Check your “Session Settings” and make sure these two fields are unchecked: “Lock Sessions to the IP Address from which they originated” and “Lock Sessions to the domain in which they were first used.” Once these fields are unchecked and settings saved, see if error is now resolved.
  5. Error Message: “CANNOT_INSERT_UPDATE_ACTIVATE_ENTITY, esign.Document: execution of AfterInsert caused by: System.EmailException: SendEmail failed. First exception on row 0; first error: SINGLE_EMAIL_LIMIT_EXCEEDED”

    1. You could see this error message when trying to send a document for eSignature and you may have hit your Salesforce daily limit for sending email. You will need to check if you hit this limit and then either make changes to your process or Salesforce settings to work with this limit or submit a case to Salesforce support to request an increase on this daily ‘single email limit.’

RS Signature Use Cases

  1. Use Case: I would like a copy of the signed PDF document to go directly to my Notes & Attachments related list on object record in addition to or in replacement of going to related list on the eSign doc record. Is this possible?
    Consulting Reply:
    You can setup a Workflow or APEX trigger to copy or move the attachment to the related record.
  2. Use Case: If we send a contract document, and the customer makes changes and sends it back, can we capture those changes (like redlining)? And then, if we update these changes and send it back out; is there a way we can capture each set of changes as a separate document but also let our other departments (example Sales & Legal) which version is the most recent?
    Consulting Reply:
    What we suggest for this process of negotiating and redlining is having the customer use the Comment button when they are reviewing the document to sign.  That will open the document up in Google Docs.  From there they can make “suggestions” to change the text or select text and make comments.  It is very intuitive.  You will be notified when comments/suggestions are made to your document.  And then the Sales rep can open the google doc and see those suggestions/comments and can reply back, reject them, accept them.  All versions are saved in google doc in revision history.  There is not downloading/saving, back and forth activity like with Word.  The goal is to do this suggestions/comment resolving back and forth and all the changes are in the document in real time.  Once everything is resolved the customer can then just sign the document with the same link as they see it with the current version/updated version.

Custom Signature Completion URL

  1. If you would like to direct your customers to a custom URL after they sign the document, we can set up the URL on the back end for a one time $100 setup fee.
  2. Send the URL you would like customers redirected to
  3. When RS Signature redirects to this url it also will pass a value in the url “docid” with ?docid={esign__Document__r.esign__Encoded_ID__c}
  4. This is the value in the eSign Doc object called “Encoded ID”.
  5. Then if you want you can build a custom process using programming languages on the website that can use that value to lookup information about the eSign Doc record in Salesforce and all the related info and continue any process such as getting payment for this contract signed.

Feel free to contact us with any questions or help with any step of the process: Let us know if you feel like something is missing, we would love to hear your feedback!


  • Matthew Dickinson on April 25, 2016 at 4:02 pm Reply

    I get this error message
    eSign server error. Email Open. Error occured when updating document with EncodedId (23f38b86-ffb0-4a99-9886-9138bccbe715) email open date in your organization.

    Can you assist?

    • Jenna Ramsey on April 26, 2016 at 9:59 pm Reply

      It is likely that someone deleted the eSign Doc record in Salesforce so the app can’t update the record in Salesforce. We are going to be removing this email notification in near future. Feel free to email support with any other questions at

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