Understanding E-Signature Data Syncing and Conflict Notifications

Overview

When an E-Signature document is generated, its fields are automatically populated with information from the associated lead, based on the document's field mapping configuration.

You can also allow signers to enter additional information or update pre-filled details before submitting the document.

E-Signature data syncing helps keep lead records up to date by importing new or updated information from signed documents. You can choose to import all changes automatically or require a sales representative to review changes to existing lead information before they are imported.

This article explains how to enable E-Signature data syncing, configure import preferences, and review conflicting information.

Prerequisites

Before configuring E-Signature data syncing, ensure that:

• You have an E-Signature document with field mapping configured.
• You have the necessary permissions to manage E-Signature settings.
• The document contains editable fields if you want signers to enter new information or update existing details.

How Does E-Signature Data Syncing Work?

When an E-Signature document is generated, mapped fields are automatically populated with information from the associated lead, such as the business name, address, and other details.

The following example shows an E-Signature document with lead information already filled in:

Depending on the document's configuration, signers can:

• Add new information: Complete fields that were left blank when the document was generated.
• Update existing information: Modify fields that were pre-filled with lead data.

After the signed document is submitted, the new or updated information can be synced back to the corresponding lead fields.

Whether this information is imported automatically or requires review depends on your E-Signature data syncing settings.

How to Enable E-Signature Data Syncing

To enable information entered or updated in E-Signature documents to be imported back into the associated lead:

1. Navigate to Manage → E-Signature → Manage E-Signature Settings.
2. Open the Configuration tab.

3. Enable the Sync the Lead with new information from signed forms option, if it is not already selected.

   

4. Choose whether to import all data automatically or require a sales representative to review and approve changes to existing lead information before they are imported.

   

5. Save your changes.

Option 1: Import new data and do not send Conflict Email

When this option is selected, information from submitted E-Signature documents is automatically imported into the associated lead without requiring approval from a sales representative.

This includes:

• New information: Data entered into previously blank fields.
• Modified information: Changes made to fields originally populated with lead data. For example, a merchant might replace the pre-filled business address with a different one.

With this option enabled, both new and modified information are imported automatically, and no conflict notification is sent.

Option 2: Review Changes to Existing Lead Information

When this option is selected, the system distinguishes between information entered into blank fields and changes made to pre-filled lead information.

Two scenarios are possible:

1. The signer only completes blank fields. If the signer adds new information without changing any pre-filled fields, the new data is automatically imported into the lead. No sales representative approval is required because the existing lead information remains unchanged.
2. The signer modifies pre-filled information. If the signer changes information originally populated from the lead, the import is temporarily paused. A sales representative must review the conflicting information before it can be imported.

When conflicting information is detected, the sales representative receives a Data Conflict Email and a popup alert notifying them that the submitted document contains changes to existing lead information.

How to Review and Import Conflicting Information

If a signer modifies pre-filled information and automatic importing is disabled, a sales representative must review the changes before they can be applied to the lead.

To review and import conflicting information:

1. Open the notification. When conflicting information is detected, the sales representative receives a Data Conflict Email containing a link to review the changes.

   

2. Review the conflicting information. Click the link in the email to open the Conflicting Info page, where you can compare the information submitted by the signer with the original lead data.

   

3. Select the information to import. Review the incoming values and select the fields you want to update on the lead.
4. Import the selected information. Click Import New Info To Lead to apply the selected changes.

Once the import is complete, the imported information is recorded in the lead notes, providing a history of the changes made through the E-Signature process.

How to Prevent Signers from Editing Pre-Filled Information

If you want signers to view pre-filled lead information without being able to change it, you can make the corresponding PDF fields read-only.

To make a field read-only:

1. Open the E-Signature PDF document in Adobe Acrobat or another compatible PDF editing tool.
2. Right-click the field you want to protect and select Properties.
3. In the Properties window, open the General tab.
4. Select the Read Only checkbox.
5. Repeat these steps for any additional fields you want to protect.
6. Save the updated PDF and re-upload it to your E-Signature application.

Once configured, signers can view the pre-filled information in read-only fields but cannot modify it.