In order to send agreements to your prospects for E-Signature, you will need to upload your PDF form into the CRM and map it to the lead.
The mapping procedure consists of four steps:
- Preparing your PDF form
- Uploading your PDF application to the CRM
- Mapping the PDF fields to the Lead fields
- Testing the E-Sign process
In this article, we provide detailed instructions for completing each of the four steps using real-life examples.
There is also a video playlist that covers each part of the setup.
Step 1. Preparing Your PDF Form
Before you can start mapping your PDF forms to the lead, you will need to edit the names of PDF checkboxes and some special fields (such as the signature and email fields) in order to conform to the CRM and Adobe E-Sign naming conventions.
Note: You will need to have Adobe Acrobat or a similar PDF editing software in order to edit your PDF form fields.
Your CRM supports the following four different types of field mappings:
- Text-To-Text (lead text field mapped to a PDF text field)
- Dropdown-To-Text (lead drop-down mapped to a PDF text field)
- Checkbox-To-Checkbox (lead checkbox mapped to a PDF checkbox)
- Dropdown-To-Checkboxes (lead drop-down options mapped to PDF check-boxes)
For the first three types of mappings listed above, you don't have to make any changes in the PDF file.
For the Dropdown-To-Checkboxes mapping though, you will need to edit the PDF checkbox names using a special naming convention.
Here's how to rename your checkboxes for Dropdown-To-Checkboxes mapping.
To map the Lead drop-down menu options to multiple PDF check-boxes, you’ll need to change the names of the PDF check-boxes so that they correspond to the correct Lead drop-down options.
To illustrate this procedure, we’ll use the following example of a lead drop-down menu (Type of Ownership) and the PDF check-boxes that are being mapped to it:
|Lead Drop-down:||PDF Checkboxes:|
The first step is to open the lead drop-down option settings in order to expose the ID numbers for each menu option:
Note: The option settings for any drop-down can be accessed from the Manage Lead Fields page. After you open the page, locate the drop-down field you wish to view and click Edit Field > Options.
In the above example, we can see that the drop-down options have the following ID numbers:
|Lead Drop-down Option||ID|
Now that we've found the option ID numbers, we need to add them to the corresponding PDF check-box names using the following naming convention: <group name>_<ID>
<group name> can be any name that you choose. All check-boxes that are being mapped to the same drop-down menu must have the same group name.
<ID> is the ID number of the drop-down option that we identified earlier.
Tip: It is possible to use underscore characters in the <group name>, however, the final underscore must always be placed right before the <ID> number. For example, Type_Of_Ownership_1 is a valid checkbox name.
Returning to our example, we can now rename the PDF check-boxes as follows:
|Lead Drop-down Option||ID||New PDF Checkbox Name|
Note that the first option in the drop-down menu ("Please Select") was intentionally not mapped to a PDF checkbox.
This is normally done so that the users may retain the option of NOT selecting any of the check-boxes in the PDF document (for example when none of the provided options apply to a client).
With this, we have successfully re-named the PDF check-boxes, and the checkbox group is now ready to be mapped to the lead drop-down (as described further down in this article).
Several text fields in your PDF file are special and must be renamed using a special naming convention. Here is a description of those fields:
All PDF signature fields must be regular text fields and named using the following format: <custom name>_es_:signer1:signature
For example, a signature field may be named as First_Signer_es_:signer1:signature
To enable multiple signers in your PDF application simply add multiple signature fields and increase each signer's number by one.
For example, here is how to name three signature fields for three different signers:
Signer Email Fields
Your PDF application must contain at least one field for the primary signer's email address which is named using the following format: <custom name>_es_:signer1:email
For example, the email field may be named as First_Signer_es_:signer1:email
If you're setting up an application for multiple signers, then you must add an email field for each signer.
For example, here is how to name three email fields for three different signers:
Tip: If your form doesn’t have a field for email, you can put it directly under the Signature field.
Note: The primary signer's email is always pulled from the lead's email special field (even if you map the signer field to a different lead field).
All signer initials fields must be regular text fields and named using the following format: <custom name>_es_:signer1:initials
For example, a signer initials field may be named as First_Signer_es_:signer1:initials
You can also add signer initials fields for multiple signers.
For example, here is how to name three signer initials fields for three different signers:
Signature Date Fields
All signature date fields must be regular text fields and named using the following format: <custom name>_es_:signer1:date
For example, a signer initials field may be named as First_Signer_es_:signer1:date
You can also add signature date fields for multiple signers.
For example, here is how to name three signer initials fields for three different signers:
Each date field will show the date when the document was signed by a corresponding signer.
Here are a few additional notes on the special fields in a multiple signers scenario:
- All fields for the first signer should be set as required fields in the PDF. The fields for all other signers must be set as optional fields. In this way, you can ensure that there is always a minimum of one signer for your applications and a varying number of additional signers.
- The signature, date, and initials special fields do not need to be mapped to the lead as these fields are either filled in by the signers or automatically by the system.
- Any field on the PDF form can be assigned to a specific signer. For example, to make the field First_Name fillable by the second signer only, add the suffix "_es_:signer2" to that field (the final field name will be "First_Name_es_:signer2").
- All required fields not assigned to a specific signer will need to be filled in by the first signer.
- Optional fields not completed by the first signer will be available and editable for the next signer.
- Fields completed by one signer are not editable by the next signer.
- The additional signer emails can be mapped to a lead field. The primary signer email does not have to be mapped since it will always default to the primary lead email field (the email special).
- In addition to the special fields listed above, you may also use additional fields that are supported by Adobe. More info: Adobe Sign Text Tag Guide
- The contact name for signers (e.g. Second_Signer_es_signer2:fullname) will be pulled from the Contact Field that is associated with that email field in the field's settings:
After editing your PDF form in accordance with the above conventions your PDF will be ready to upload into the CRM.
Step 2. Uploading Your PDF Application
To upload your PDF application go to Manage > Administration > E-Signature > Import PDFs where you can create a new application or edit an existing one.
For a detailed overview of this process please see our Manage Lead Applications article.
Step 3. Creating Your Mapping
To create your mapping follow these steps:
- Go to Manage > Administration > E-Signature > PDF Mappings.
- Select the application you wish to map in the Choose Application drop-down.
- Click Add All and a report will be generated showing all of your PDF fields on the left and all of your Lead fields on the right.
Your mapping page should now look similar to the below example:
To save a new mapping, locate the PDF field you wish to map on the left side of the report, and then select the corresponding Lead field on the right side.
For Dropdown-To-Checkboxes and Dropdown-To-Text field mappings you will need to set the MapSpecial option to Checkbox/Radio or Dropdown-to-text respectively.
If the lead field you are mapping is a part of a recordset, then you will also need to select the Record number.
Here is an example of two recordsets with two First Name fields (one for each owner):
In order to map these two fields correctly, the Record numbers must be set as shown in this example:
After you finish editing the mapping settings click Save next to the mapping pair to save your changes.
Tip: In order to locate a lead field faster, click on the field selection drop-down and start typing the name of the field. The drop-down will then automatically display the closest matches which you can select:
In this section, we provide examples of creating different types of field mappings using some of the most commonly used PDF and Lead fields.
To map the Corporate Address text field from the PDF to the Address text field on the Lead first find the Corporate Address field on your report, and then select the Address field using the drop-down on the right. When finished, click Save and the mapping will be saved.
The image below shows an example of how to map the Corporate Address PDF field to the Address field on the Lead correctly:
To map the Title PDF text field to the Title drop-down menu on the Lead first find the Title field on your report, and then select the Title lead form field using the drop-down on the right.
After that, select the Dropdown-to-text option in the MapSpecial drop-down. Finally, click Save and the mapping will be saved.
The image below shows an example of how to map the Title PDF field to the Title field on the Lead correctly:
With the Dropdown-To-Text mapping, the PDF text field will show the actual text of the option that was selected on the lead form drop-down menu (for example Owner, President, CEO, Partner etc.).
To map the "Seasonal Merchant_yes" checkbox from the PDF to the "Seasonal Merchant" checkbox on the Lead first find the "Seasonal Merchant_yes" checkbox on your report, and then select the "Seasonal Merchant" lead form checkbox using the drop-down on the right. When finished, click Save and the mapping will be saved.
The image below shows an example of how to map the "Seasonal Merchant_yes" PDF field to the "Seasonal Merchant" field on the Lead correctly:
To map the TypeOfOwnership PDF check-boxes from the PDF (discussed earlier in this article) to the Type Of Ownership drop-down menu on the Lead first create a new Lead field called "TypeOfOwnership" (i.e. the name of your checkbox group).
Next, click on the Create Fields button and in the pop-up which appears enter the name of your checkbox group (it is also possible to enter and create multiple group names all at once).
When finished, click on the Create Fields button in the pop-up and the new field will be created. Here is an image showing the TypeOfOwnership field being created:
Next, click on the Add All button (also shown in the above image) in order to show the newly created field in a report. Then find the TypeOfOwnership PDF field and select the Type Of Ownership Lead field using the drop-down on the right.
Finally, select the Checkbox/Radio option in the MapSpecial drop-down and click Save.
The image below shows an example of how to map the TypeOfOwnership PDF checkbox group to the Type Of Ownership drop-down on the Lead correctly:
Note that your mapping report will also show individual checkbox fields (e.g. TypeOfOwnership_2, TypeOfOwnership_3, TypeOfOwnership_4 etc.).
These fields don't need to be mapped, but instead, you will always only map the checkbox group name to the Lead drop-down, as shown in the above example.
Step 4. Test Your Application
Once your mapping has been completed, it is recommended that you generate a PDF copy of your application in order to verify that all of the fields have been mapped correctly and that the PDF file is showing the correct information across the entire form.
Before generating your test PDF, you should go to your lead form and enter some test data in all of the fields (as well as select random options in the available drop-downs and select any check-boxes that have been mapped).
When done, save the newly entered data using the Save button on the lead form.
Next, go to the Attachments tab, select your document (in this example it’s First Data) and hit the Generate button:
A PDF file will now be created and automatically downloaded to your disk.
You can now open the PDF file and compare the data and the checkbox selections in the PDF with the values you entered/selected on the lead form.
The below cheat sheets provide you with a quick reference to the MapSpecial options you need to select in different mapping scenarios, as well as the rules for renaming the PDF fields or changing their settings.
PDF Mapping Cheat Sheets
This table shows the MapSpecial options that you need to select for each of the four supported types of mapping:
|For This Mapping Type:||Select This In MapSpecial:|
PDF Field Editing Cheat Sheets
This table shows the field naming and/or field setting rules for each supported type of PDF field:
|To Map This PDF Field:||To This Lead Field:||Do This In PDF:|
|Text Field||Text Field||No special actions|
|Text Field||Drop-Down||No special actions|
This table shows the field naming rules for the common special field types:
|Special PDF Field:||Field Name Format:|
|Signer Initials||<custom name>_es_:signer1:initials|
Note: Replace <custom name> with any test that you wish. The second part of the field name (which starts with _es_) should not be altered though.
In case your document requires multiple signers, simply add additional signer fields and change the signer1 portion in the above examples to signer2, signer3, etc.
Legacy Special Fields
The following is a list of special fields that have will be deprecated in the future, but are currently still supported for backward compatibility.
- <custom name>.date (the date field needs to be mapped by selecting a custom date format in the MapSpecial drop-down and leaving the lead field drop-down unassigned)
It is strongly recommended not to use these fields in any new applications.