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July 01, 2015

Populate Customized NDA Agreements and Sign using CudaSign

Sending out NDAs can be a tedious task.  You have to find the NDA template (if your company even has a template available), customize the NDA for the specific purpose, then send it out for signature.  All that could take you 30 minutes or even longer.  What a waste of time!

What if we told you that you could generate that NDA and send it out for signature in under a minute?  Is that something you’d be interested in?  Of course it would!  In this example, we’re going to show you how to generate an NDA right from Salesforce and then send it through CudaSign for signature.

Our first step in the process is going to be setting up our NDA document (template) inside WebMerge.  We’re going to use the online document builder to create the template, so when creating a New Document select the Build Your Own option.

Next, we’ll be redirected to the Document Builder and here’s where we are going to add the content of our NDA and then add the merge field tags where we want our customer information to be inserted during the merge.  We’re going to add tags like {$ClientName}, {$ClientAddress}, etc.
Here’s what our NDA template looks like:

We also have field in there for {$Description}.  This is going to be where we are going to enter specific details about why the NDA is being signed.  More on this later.
We’re also going to place signature tags in our document so that CudaSign knows where we want the signatures to be placed.  To do this, CudaSign uses a special tag like this: {{t:s;r:y;o:"Client";}}  (more info here).  Since these tags look like our merge tags, we have to use a special tag around them so that it does not interfere with the merge process.  Here’s what you’ll need to enter into your document:

{literal} {{t:s;r:y;o:"Client";}}  {/literal}

The “Client” part of the tag is called the “role” of the signer.  Each tag will need to use a unique role so that you can indicate where each signer needs to sign. We’re going to use 2 signatures: 1 for the client and 1 for the company rep.  Here’s what our signature block looks like in our NDA:

Once we get our document all setup, go ahead and save then move on to the Settings page.  Here you can modify any settings that you’d like to, such as the name of the document when merged or even the document type.  For this example, we’re going to keep the output as PDF, but we’re going to put the person’s name in the name of the file that is generated.

Great, we’re moving along nicely!  Next step is to setup the document delivery to CudaSign.  Under the Deliver tab, click on New Delivery then pick CudaSign from the list.  It’s going to ask you to login to your CudaSign account so that WebMerge has permission to send documents on your behalf.  Please click the login button and follow the steps.

Once we login to CudaSign we’ll be redirected back to WebMerge and you should now see the full CudaSign settings in the popup.  Here’s is where you are going to define who the signers are for this NDA, using the roles that we defined in our document.  The role must match exactly what you entered into your signature tags inside your document.

After we save the CudaSign delivery settings, we’re ready to jump over to Salesforce to setup the integration/mapping to WebMerge so that we can easily send Salesforce data over to WebMerge.  If you have not done so already, please install the WebMerge managed package from the AppExchange and follow the setup instructions.
Inside Salesforce we need to setup a new Mapping for the NDA.  Under the WebMerge Mappings page, go ahead and create a New Mapping.  You’ll want to select Contact as the Salesforce object then select the NDA document from the WebMerge Resource dropdown list.  Click Next.

On the next step you’ll see a few of the same settings that you just saved, but below that you’ll see all of the fields from your NDA.  Next to each field there is a dropdown of Salesforce fields that are attached/related to the Contact record.  Go through each one and “map” the corresponding Salesforce field to the merge field.
For the “Description” field where we’ll want the user to enter details of the NDA, we’re going to choose the “<< Text Input >>” option from the dropdown.  This will allow us to ask the user at the time of the merge to enter the details of the NDA.

That’s it!  Now that you’ve got your mapping saved, we’re ready to run a quick test.  Jump over to one of your contacts (a test contact preferably) and click the WebMerge button on their detail page.  You’ll be taken to a page where you’ll be asked to pick from the different mappings (if you have more than 1) and then enter the details of the NDA.  Go ahead and enter some text and then click Merge.

Jump into your email and you should see an email from CudaSign inviting you to sign a document.  From here CudaSign will take over and handle the signature process.  Once everything is signed, you’ll receive a final (signed) version of the NDA for your records.
Here’s what our merged document looks like when signing:

Congrats!  You never have to hunt for an NDA or waste time putting one together again!  Can you think of any other ways that you can improve your paperwork process using WebMerge and CudaSign?  You’ll probably be voted the office hero :)

8 min read

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