Handling customer files are an important aspect of any business. This blog will discuss how you can automate creation and uploading of an e-signed document in the following scenarios.
- HelloSign integration with Salesforce to create an e-sign document, send it to the customer, get it signed and save to its related record in Salesforce.
- Box.com integration with Salesforce to save attachments to cloud which can be accessed from Salesforce.
Box and Hellosign
Box is a free cloud storage utility where you can store, create and share documents. It is one of the most established products when it comes to file sharing and collaboration within large organizations. It has extra features and high potential app integration that will come in handy for enterprise solution. In comparison to its competitors the main advantage of Box is the sharing functionality. We can have any type of file size based on the account signed up for. Integrating Salesforce and Box.com helps document handling a lot easier.
Hellosign is an esign utility which can be used to digitally sign your documents. It is less complex to setup and has wide range of integrations available with tools like Gmail, Google Docs, Salesforce, Oracle etc. They support the use of templates which is very helpful when having to deal with multiple document types in a system. It also supports custom validation and even multi party signing of the document. This helps the customer to save time in filling up redundant data and also tracking the response. Each user action is recorded and notified by Hellosign itself.
BUSINESS CHALLENGES AND SOLUTIONS
CHALLENGE 1
Suppose you own an insurance company and a customer purchases your policy. You will need to get their signed document on a wide range of documents. The procedure involves multiple documents and getting them signed by multiple parties. Getting each document individually signed requires a lot of time. The person might need to fill up the data, and sometimes the same data multiple times. It’s also a tedious task when these requests are needed to be tracked as to whether user has received the document and also whether he has signed it. This calls for a solution which is capable of providing the user with documents that already contains his previously given information and should also be able to track the status of the document and notify the system when the signature is complete.
SOLUTION
Hellosign integrates with Salesforce and other tools which we commonly use. We can fetch the user detail from Salesforce which can be used for the filling up of the user details. Salesforce can utilise the hellosign API and initiate an esign communication and create an esign document which is filled with user data and mailed to the user. Once he signs the document, the callback is initiated from Hellosign which enables Salesforce to download the signed document from the Hellosign servers and store them in Salesforce under the corresponding contact.
CHALLENGE 2
In addition to the e-signed document there will be other documents regarding their policy purchase, proof of the contract between the insurer and the insured, terms and conditions, endorsements and the list goes on. You can create these document based on details entered by the customers. This could be online/ offline. So, if online, you can use drawloop/ any other application to create documents on creating a policy and save this in Salesforce as attachments. Storing all these files in Salesforce, for your large number of customers, can be a bad idea as this will eventually consume all available storage space you have.
Hence you need a workaround for accessing files from Salesforce but not actually save the file in Salesforce.
SOLUTION
Box.com is a good way to address this situation. You can integrate this with Salesforce and handle your files/attachments. Box.com toolkit are available for integrating with Salesforce. But for this scenario it is better to integrate using API since the toolkit has some limitations. The main limitation of Box.com toolkit is that we can’t generate shared url using a toolkit. The shared url gives the location to the file in Box.com. This URL can be saved in Salesforce which can be used to access the file from within the Salesforce. Another limitation of toolkit is poor error capture. If anything goes wrong, say you try to upload file which already exists, this creates a duplicate file error. Using a box toolkit we won’t be able to see any errors. But this can be handled by integrating with API to capture the error and populate it in custom field so that your admin has some insight into the issue and can help fix it.
Read more: Salesforce Essentials: A Brief Overview of the Latest CRM Offering
CONCLUSION
Using Hellosign and Box.com, we can automate the process of creating e-signed document and getting it signed from customer and saving this into the cloud. This make file handling easier with minimal manual effort, reduced paper expense and more accurate data. Get in touch with our salesforce experts at Suyati.
