In order to send agreements to your prospects for E-Signature, you will need to create a PDF form, and then map the form's fields to your lead fields.
Once your form has been created in this way, your sales reps will have the ability to generate PDF agreements which are automatically filled in with the Lead's information, and then send such agreements to the leads for E-Signature.
The mapping procedure consists of the following four steps:
- Editing your PDF fields to conform to the CRM mapping conventions
- Uploading your PDF application to the CRM
- Mapping PDF fields to the corresponding CRM fields
- Testing the PDF creation and ensuring that the mappings were applied correctly
In this article, you will find a detailed description of each step of the mapping procedure including easy-to-follow examples using real CRM and PDF fields. There is also a video playlist that covers each part of the setup.
Step 1. Editing Your PDF 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
The first two types of mappings listed above do not require you to make any changes in the PDF file (except for a few Special Fields described further on).
On the other hand, the last two types of mapping listed above (Checkbox-To-Checkbox and Dropdown-To-Checkboxes) will require you to edit the PDF checkbox names and the checkbox export values in order for the mapping to work correctly.
In order to prepare a specific PDF checkbox for Checkbox-To-Checkbox mapping, you will first need to append "_yes" to the end of the checkbox name. For example, a PDF checkbox named "Seasonal Merchant" will need to be renamed to "Seasonal Merchant_yes".
After that, you will also need to set the Export Value of the checkbox to "Yes". Here’s how:
- Open your PDF document in Adobe Acrobat Pro.
- Click Tools > Forms > Edit (PDF field names will become visible).
- Locate the checkbox you wish to map.
- Right-click on the checkbox and click Properties.
- Now click on the Options tab and make sure the Export Value is set to Yes (case sensitive).
Here is an example of a properly configured Export Value of a PDF checkbox:
With that, your checkbox has been made ready for Checkbox-To-Checkbox mapping.
In order to map the Lead drop-down menu options to multiple PDF check-boxes, you’ll first need to set the Export Value of all such check-boxes to Yes (in the same manner as shown in the previous Checkbox-To-Checkbox example).
Tip: To speed this process up, select all of the check-boxes at the same time by holding the Ctrl key pressed on your keyboard (or Command Key on Mac) and then clicking on each checkbox. Once the check-boxes are selected, right-click to open the Properties pop-up.
Next, 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 and the PDF check-boxes that are being mapped to it:
|Lead Drop-down:||PDF Checkboxes:|
We’ll begin by inspecting the HTML code behind the drop-down menu in order to find the Option Value numbers for each menu option.
In your browser, right-click on the Type Of Ownership label and click Inspect:
You will now see a panel open with a row highlighted (the row shows the HTML code of the label you clicked on).
Right below the highlighted row, you’ll find the <select> HTML tag:
Click on the small arrow next to the <select> tag in order to expand it. You will now see the options in the drop-down and what their values are:
In the above example, we can see that the drop-down menu options have the following values:
|Lead Drop-down Option||Value|
Now that we have the option values, we need to rename the PDF check-boxes using the following naming convention: <group name>_<value>
<group name> can be any name that you choose, however, all check-boxes which belong to the same group (i.e. the check-boxes which are being mapped to the same drop-down menu) must have the same group name.
<value> is the number value of the drop-down option that we identified earlier.
The underscore character shown between <group name> and <value> is mandatory.
Tip: It is possible to use underscore characters in the <group name>, however, the final underscore must always be placed right before the <value> 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||Value||PDF Checkbox Name|
Note that the first option in the drop-down menu (Please Select) is not mapped to a PDF checkbox. This is normally done so that the user may retain the option of not selecting any of the check-boxes in the PDF document if needed.
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 menu (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. Specifically:
- All PDF signature fields must be regular text fields named: first_es_signer_signature
- At least one field for Email Address in the PDF must be named: email_es_signer_email
- All Merchant Initials fields should be named: merchantinitials_es_signer_initials
- The names of any Date fields in the PDF must end with ".date" in order to be auto-filled with the date of signing. For example, a text field called "Signature Date" must be renamed to "Signature Date.date".
Tip: If your form doesn’t have a field for email, you can put it directly under the Signature.
Your PDF is now ready to be mapped and you can proceed to the next step of the mapping process.
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 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 of the report using the provided drop-down menu.
If needed, you can also select the appropriate mapping type in the MapSpecial drop-down:
When finished, click the Save button next to the mapped fields.
Note that the Dropdown-To-Checkboxes, Dropdown-To-Text, and Date field mappings will require some additional actions to be taken before the mapping is saved.
For more information on these actions continue to the next section where we provide several detailed examples of these kinds of mappings.
Tip: In order to locate a Lead field faster, click on the field selection drop-down menu and start typing the name of the Lead field. The drop-down menu will then automatically display the closest matches which you can then select:
In this section, we provide examples of creating all of the supported 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 lead form field using the drop-down menu 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 menu 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 display the label of any 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 menu 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 how the TypeOfOwnership is 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 menu on the right.
Finally, select the Checkbox/Radio option in the MapSpecial drop-down and click Save in order to save the new mapping.
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 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 need to map the checkbox group name to the Lead drop-down, as shown in the above example.
The Date fields are used to show the date an application has been signed, and the CRM will automatically populate such fields with the current date. The Date fields don't need to be mapped to any of the Lead fields, however, they still need to appear in your field mapping list in order for the auto-fill function to work.
To set up your PDF Signature Date.date field to auto-populate with the current date, find this field in your report and leave the drop-down field on the right unassigned. Finally, select the Date (mm/dd/yyyy) option in the MapSpecial drop-down and click Save.
The image below shows an example of how to configure the Signature Date.date PDF field correctly:
Since we appended ".date" to the Signature Date PDF field name earlier, the CRM will recognize the Signature Date.date field as a special Date field which will be auto-filled with the current date value.
The email_es_signer_email field can be mapped to an email field on the lead form using the normal Text-To-Text mapping procedure described earlier.
The image below shows an example of how to map the email_es_signer_email PDF field to the Email field on the Lead correctly:
Other Special Fields
The remaining special fields, i.e. the signature (first_es_signer_signature) and the merchant initials (merchantinitials_es_signer_initials) fields don't need to be mapped.
Step 4. Test Your Application
Once your mapping has been completed, it is recommended that you generate a PDF 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-down menus 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:|
This table shows the special fields and the MapSpecial options that you need to select in your mappings:
|For This Special Field:||Select This In MapSpecial:|
*Does not need to be mapped.
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 Menu||No special actions|
|Checkbox Group||Drop-Down Menu||
This table shows the field naming rules for all of the special field types:
|For This Special PDF Field:||Do This:|
|Date||Append ".date" to the field name (e.g. "Signature Date.date")|
|Rename to: email_es_signer_email|
|Signature||Rename to: first_es_signer_signature|
|Merchant Initials||Rename to: merchantinitials_es_signer_initials|