Adobe eSign Services Integration for Microsoft Dynamics CRM 2015 User Guide

Adobe Document Cloud
eSign Services
Integration for
Microsoft Dynamics® CRM 2015
Installation Guide
Last Updated: July 16, 2015
Copyright ©2015 Adobe Systems Incorporated. All rights reserved.
Adobe Document Cloud eSign Services
Table of Contents
Overview ................................................................................................................... 3
System Requirements ................................................................................................. 3
Installation and Configuration Prerequisites.................................................................. 3
Installing and Configuring the eSign Services Solution ................................................... 4
Installing the eSign Services Solution .................................................................................... 4
Configuring the eSign Services Solution ................................................................................ 8
Installing and Configuring Activity Feeds .....................................................................11
Installing Adobe Document Cloud Activity Feeds .................................................................. 11
Configuring Adobe Document Cloud Activity Feeds ...............................................................14
Testing the Installation ..............................................................................................17
Deploying Solution to Additional Users Using Roles .................................................... 18
Configuring Automatic Status Updates....................................................................... 20
Configuring Internet Explorer Settings for Automatic Status Updates .....................................20
Configuring the eSign Services Solution for Automatic Status Updates ................................... 21
Mapping Data between Dynamics CRM & Adobe ......................................................... 24
Creating Data Mappings for an Entity ...................................................................................24
Creating Mappings Using Get Agreement Fields .................................................................... 32
Setting the Default Document Type for an Entity .................................................................. 33
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Adobe Document Cloud eSign Services
Overview
Adobe Document Cloud eSign services (formerly EchoSign) offers a plug-and-play integration solution with
Microsoft Dynamics 2015. This integration provides the following benefits:
•
•
•
•
•
Accelerates the quote-to-cash process by sending agreements—such as contracts and sales
documents—from Dynamics with one click.
Automatically merges data from Dynamics entities—such as accounts and contacts—into agreements
and pushes data gathered from signers during the signing process back to Dynamics.
Makes it easy for recipients to sign anywhere, anytime, on any device.
Makes it possible to track documents sent out for signature from within Dynamics.
Eliminates manual steps across the entire process.
This integration is available for Microsoft Dynamics CRM Online deployments, Microsoft Dynamics CRM 2015
on-premises deployments, and Microsoft Dynamics CRM 2015 Internet-facing deployments (IFDs).
System Requirements
The system requirements below encompass both the server and client components required to successfully install
and run Adobe eSign services for Dynamics CRM.
•
•
•
Microsoft Dynamics CRM Online or CRM 2015 (on-premises)
Microsoft Silverlight® (you will be prompted to download if not running). You can download the latest
version of Microsoft Silverlight at http://www.microsoft.com/getsilverlight/
Internet Explorer 9+ (32-bit) or higher
Installation and Configuration Prerequisites
Before starting installation and configuration, you should do one of the following depending on whether you
are installing for the first time or upgrading:
•
First Time Installation— f you do not already have an Adobe Document Cloud eSign services account,
you can sign up for a Free 30-day eSign Services Trial account by clicking here. Once your account is
created, you must contact Adobe Support ([email protected]) and do the following:
o
o
o
Request the latest Dynamics CRM 2015 package compressed file for a new installation.
Request the latest Dynamics CRM 2015 Activity Feeds package compressed file. if you plan on
installing Activity Feeds. (See Installing Adobe Document Cloud Activity Feeds for more
information.)
Request a license key for Dynamics CRM 2015. This key is required during configuration.
Note: When requesting a license key, please ensure that your company name is correct. The
company name entered during configuration must exactly match the company name used
by Adobe Support to create the key.
o
Request an API Key. During configuration, this API key should be used when prompted for an
Integration Key. (See Configuring the eSign Services Solution for more information.)
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o
•
Confirm that your account is in the MicrosoftCRMIntegration channel.
Upgrade Installation—If you are upgrading, you must contact Adobe Support ([email protected])
to obtain the latest Dynamics CRM 2015 upgrade package compressed file (EchoSign
v4.0.x_upgrade.zip or EchoSign v4.0.x_upgrade.cab). We also recommend that you navigate to Solution
Settings in Dynamics CRM (Settings | Solutions | Customizations then click EchoSign for Dynamics
CRM) and note your company name, license and API key before beginning.
Please note that solution package can only be installed by a Microsoft Dynamics CRM System Administrator or
by a user with system administrative privileges (System Administrator role) for Microsoft Dynamics CRM.
Installing and Configuring the eSign Services Solution
If you are installing the eSign services solution for the first time, you must complete the steps in both the
Installing the eSign Services Solution and Configuring the eSign Services Solution sections. If you are
upgrading/updating, you must complete only the steps in the Installing the eSign Services Solution section.
If you are upgrading/updating, do NOT uninstall your previous package. Doing so deletes the
pointers to all your previously signed agreements.
Installing the eSign Services Solution
To install the integration solution package, please do the following:
1. Log on to your Microsoft Dynamics CRM account.
2. From the Dynamics Main Menu, select the Settings tile then click Solutions (under Customizations).
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3. On the Action toolbar, click Import.
4. In the Select Solution Package dialog, click Browse, select the appropriate compressed file (new install or
update/upgrade), then click Next.
5. In the Solution Information dialog, do one of the following:
a) If you are installing for the first time, click Import.
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b) If you are upgrading/updating, do the following:
i)
In the Solution Information dialog, click Next.
ii) In the Import Options dialog, select an option for your customizations then click Import.
The import can take a few minutes.
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6. When the import completes, the Importing Solution dialog displays. Click Close.
The All Solutions page redisplays. If you have installed for the first time, Adobe Document Cloud eSign
services for Dynamics 2015 now displays in your list of solutions. If you have upgraded/updated to a
new version, the new version number displays, but the original ‘Installed On’ date remains the same.
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Adobe Document Cloud eSign Services
Configuring the eSign Services Solution
If you are installing for the first time, you must complete the following steps:
1.
If you are not on the All solutions page, from the Dynamics Main Menu, select the Settings tile then click
Solutions (under Customizations).
2. Click the Adobe Document Cloud eSign services for Dynamics 2015 link to open Solution Settings.
3. In Solution Settings, do one of the following:
o
o
First Time Installation—Enter your Company Name, the License Key, and the API (Integration) Key
provided by Adobe Support as shown in the example below.
Upgrade Installation—Verify that the Company Name, License Key, and API (Integration) Key are
correct.
Note: The user interface displays Integration Key, but you must enter the API Key.
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4. Click Validate Key. The “This is a valid Integration key” message appears next to the Save button if
validation is successful.
5. Enable Attach Documents, Attach Reports, and Attach SharePoint Files as required by your organization’s
business processes. These options function as follows:
o
o
o
Attach Documents—Allows users to upload documents from their computer when using the Send
for Signature option. (See the Adobe Document Cloud eSign Services Integration for Microsoft
Dynamics CRM 2015 User Guide for more information.)
Attach Reports—Enables the Send Report for Signature option, which allows users to attach
reports during the signature workflow. To use this option, SQL Server Reporting Services (SSRS)
must be installed and configured.
Attach SharePoint Files—Allows users to attach SharePoint files.
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6. Click Save to save your configuration values.
7.
Click Close (
) in the upper left-hand corner to close Solution Settings.
8. For the CRM Online 2015 spring update, you must also complete the following steps:
a) From the Dynamics Main Menu, select the Settings tile then click Administration (under System).
b) Click System Settings.
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c) Scroll to the ‘Use legacy form rendering’ option, enable it then click OK.
Installing and Configuring Activity Feeds
Activity Feeds make it possible to receive real-time status updates for documents sent out for signature
from Microsoft Dynamics CRM. Activity Feeds also provides notifications when agreement statuses change
thus allowing CRM users to follow specific agreements .
Installing Adobe Document Cloud Activity Feeds
The Adobe Document Cloud Activity Feeds package can be installed separately, after the main solution
package has been installed. The Activity Feeds solution must be installed by a Dynamics CRM System
Administrator; the administrator needs to determine whether the Dynamics CRM version installed supports
activity feeds. This is especially important in the Dynamics CRM on-premise scenario.
1. Log on to your Microsoft Dynamics CRM account.
2. From the Dynamics Main menu, select the Settings tile then click Solutions (under Customizations).
3. On the Action toolbar, click Import.
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4. In the Select Solution Package dialog box, click Browse, select the Adobe Document Cloud Activity
Feeds package file, then click Next.
5. In the Solution Information dialog, click Next.
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6. In the Import Options dialog box, select ‘Enable SDK message processing steps included in the solution’,
then click Next.
7.
When the import completes, the Importing Solution dialog displays. Click Close.
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The All Solutions page redisplays. Adobe Document Cloud Activity Feeds for Dynamics 2015 now
displays in your list of solutions.
Configuring Adobe Document Cloud Activity Feeds
After installing Activity Feeds, you must perform configuration steps so that the activity updates display.
1. Log on to your Microsoft Dynamics CRM account.
2. From the Dynamics Main Menu, select the Settings tile then click Activity Feeds Configuration (under
System).
3. In the Post Configurations page, click Agreement under Entity Display Name.
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4. On the Action toolbar, click Activate.
The Filters area updates showing the applicable filters.
5. Click the More Commands menu then select Publish All Customizations.
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6. In the Filters area, click the control on the right to display the associated records.
7.
In the Wall View Associated View, click Agreements then click Show.
8. Click General in the Forms Section menu to display that section.
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9. Click the More Commands menu then select Publish All Customizations.
The Activity Feeds now display on the Dashboard in the Auto Post area.
Testing the Installation
After installing the solution package, we recommended that someone test the solution before a Microsoft
CRM System Administrator makes it widely available to other Dynamics CRM users. At a minimum, the
following should be done:
•
•
•
•
•
CRM System Administrator assigns the required eSign services role or roles to the tester: EchoSign User,
EchoSign Admin, Activity Feeds, if Activity Feeds were installed (First Time Installations Only)
Tester completes his or her Adobe Document Cloud user profile (First Time Installations Only)
Tester sends an agreement for signature
Tester checks agreement status
Tester checks activity feeds (if installed)
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Please refer to the Adobe Document Cloud eSign Services Integration for Microsoft Dynamics® CRM 2015
User Guide for more information.)
Deploying Solution to Additional Users Using Roles
If the integration solution package has been installed for the first time, a Microsoft Dynamics CRM System
Administrator must make it available to users within the organization by assigning the appropriate roles to
those users.
After users have been assigned the appropriate roles, they must complete their Adobe Document Cloud user
profiles before they can send documents for signature. (See Completing Your Adobe Document Cloud User
Profile, in the Adobe Document Cloud eSign Services Integration for Dynamics CRM 2015 User Guide for
more information.)
1. Log on to your Microsoft Dynamics CRM account.
2. From the Dynamics Main Menu, select the Settings tile then click Security (under Customizations).
3. Click Users.
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The Enabled Users page displays.
4. In the Enabled Users page, select one or more users then click Manage Roles.
5. In the Manage User Roles dialog, enable the appropriate EchoSign role or roles (EchoSign Admin or
EchoSign User).
6. Click OK to save your changes.
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Configuring Automatic Status Updates
For Microsoft Dynamics CRM Online (hosted) deployments and Microsoft Dynamics CRM 2015 Internetfacing deployment (IFD) deployments, the Adobe Document Cloud eSign services integration solution can be
configured to receive automatic status updates from eSign services. Once configured, agreements sent from
Dynamics CRM are automatically updated from eSign services when the status of these agreements
changes (e.g., agreement is signed). This eliminates the need for users to manually refresh the status of the
agreements sent for signature.
Note: We recommend creating a user whose account can be used as a service account to receive status
updates from eSign services. This user must be assigned the appropriate eSign services roles.
However, if you prefer, you can use an existing user. In either case, you must have the user’s user
name and password to configure status updates.
Configuring Internet Explorer Settings for Automatic Status Updates
Before configuring the solution for automatic status updates, the user who will be performing the
configuration must enable the ‘Access Data Sources Across Domains’ option in Internet Explorer. Once
configuration is complete, this option can be disabled.
To temporarily enable access to data sources across domains:
1.
Navigate to Internet Options | Security | Custom Level.
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2. Click Custom Level to open the Security Settings dialog.
3. Scroll to the Miscellaneous section. If the ‘Access Data Sources Across Domains’ option is not enabled,
please enable it as shown.
4. Click OK to close the dialog, then click OK again to close Internet Options.
Configuring the eSign Services Solution for Automatic Status Updates
To configure automatic status updates for Adobe Document Cloud eSign services, do the following:
1. Log on to your Microsoft Dynamics CRM account.
2. From the Dynamics Main menu, select the Settings tile then click Solutions (under Customizations).
3. Click the Adobe Document Cloud eSign services for Dynamics 2015 link to open Solution Settings.
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4. In Solution Settings, click the Update Service tab.
5. In Update Service, click the Connect button.
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6. Enter the Organizational URL (e.g. https://companyhost.crm.dynamics.com/organization_name), the
User Name, and Password. If you have created a user for eSign services updates, enter that user’s User
Name and Password.
7.
Click the Connect button. If connection is successful, a confirmation message displays.
8. Click Close (
) in the upper left-hand corner to close Solution Settings.
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Mapping Data between Dynamics CRM & Adobe
The Adobe Document Cloud eSign services integration with Microsoft Dynamics CRM supports bidirectional
mapping of data between Dynamics CRM and eSign services. This is a very powerful feature that allows CRM
System Administrators to dynamically populate agreements with information from Dynamics CRM (CRM ->
Adobe mappings) or transfer information gathered during the eSign services signature process (Adobe ->
CRM mappings). Mapping ensures data consistency within the signature process. The data mapping options
are as follows:
•
•
•
CRM -> Adobe—Allows you to map the attributes of a CRM entity to the fields within an Adobe eSign
agreement. When the mapping is used, data from CRM is merged into the agreement being sent. For
example, you can map the data associated with the account entity, such as the account number and
account address, into an agreement you are sending. Each mapping is associated with a document type.
You can create multiple document types (mappings) for a single CRM entity. You can then specify a
default document type for that entity. Users can override this default when sending agreements for
signature.
Adobe > CRM—Allows you to map agreement data gathered from the signer during the signing process
back into CRM. For example, you can gather a PO number from the signer then map that information
into the PO number field in CRM. As with CRM -> Adobe mappings, you can create multiple document
types (mappings) then specify one as the default.
Attachments—Allows you to map the Signed agreement and Audit Trail to specific Entities within CRM.
By default the Signed Agreement and Audit Trail are always included in the Notes for each agreement
within the agreement list for a specific entity.
You must be an EchoSign Admin to create data mappings. As you define mappings between attributes of
CRM entities and document fields, you can save and select them when users send documents for signature.
Creating Data Mappings for an Entity
Before you create your mappings, you should determine what types of data mappings are required then
review your agreements to determine how Dynamics CRM data can be mapped to the text tags in those
agreements and what data should be gathered during the signing process and mapped back into Dynamics.
(See the Adobe Document Cloud eSign Services Text Tag Documentation for complete information on text
tags.)
1. Log on to your Microsoft Dynamics CRM account.
2. From the Dynamics Main menu, select the Adobe eSign Services tile then click Overview.
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3. Under Document Cloud Overview, click the Data Mapping link.
4. In the Document Type Mappings dialog, select a CRM Entity.
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5. Depending on whether there are or are not document types for this entity, do one of the following:
a) If there are no document types defined for the selected entity, enter a name for the Document Type
then click Save to create it.
Note: When you create the first document type for an entity it becomes the default document
type.
b) If there is at least one document type defined for the selected Entity, the mapping for the default
document type displays. It can be edited or deleted. You can use the Document Type drop-down to
access other existing document types, which can then be edited, deleted, or set as the default. (See
Setting the Default Document Type for an Entity for more information.)
You can also use the Document Type drop-down to ‘Create a new document type…’.
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6. If required, create a CRM -> Adobe mapping by doing the following:
a) Click the CRM -> Adobe tab.
b) Click New to add a mapping row.
Note: An alternate way to create mappings is by extracting Agreement Fields from a signed eSign
services agreement. (See Creating Mappings Using Get Agreement Fields for more
information.)
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c) Click the Dynamics CRM Attribute drop-down, to display the attributes list. The attributes
associated with the selected entity display at the top. The attributes associated with related entities
display below these and are preceded by their associated entity type (e.g., Account.Account
Number).
d) In the Agreement Field, enter the name of the field from the document. (e.g., for the
{{AccountName1_es_:signer1
}} agreement field enter “AccountName1”).
e) If required, you can create an alternate mapping for a specific Agreement Field. Alternate mappings
can be used to handle cases where data in the CRM system may not be completely synchronized
across different entities within CRM. To define an alternate mapping for a specific field, do the
following:
i)
Select the primary mapping row then click the New Alternative button in the mapping window.
This adds another row in the mapping,
ii) Select the alternative CRM entity attribute.
Note: You can specify multiple alternative mappings for a single field. Alternative mappings are
evaluated in the order specified and the evaluation stops when a value is available for a
specific field.
f) Repeat steps b to e above to add additional rows.
g) If you do not need to create an Adobe -> CRM or Attachments mapping, click Save to save the
CRM -> Adobe mapping.
7.
If required, create an Adobe -> CRM mapping by doing the following:
a) Click the Adobe -> CRM tab.
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b) Click New to add a mapping row.
c) In the Agreement Field, enter the name of the field from the document. (e.g., for the
{{AccountName1_es_:signer1
}} agreement field enter “AccountName1”). A single
Agreement Field can be used to update multiple data attributes within Dynamics CRM. The
mapping definition can also specify whether the value of an existing attribute should be overridden
with data from the agreement. To do this, enable Override for the row.
d) Click the Dynamics CRM Attribute drop-down, to display the attributes list. The attributes
associated with the selected entity display at the top. The attributes associated with related entities
display below these and are preceded by their associated entity type (e.g., Account.Account
Number).
e) Repeat steps b to d above to add additional rows.
f) If you do not need to create an Attachments mapping, click Save to save this and any other (CRM ->
Adobe) mapping.
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8. If required, create an Attachments mapping by doing the following:
a) Click the Attachments tab.
b) Click New to add a mapping rows.
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c) Click the Related Entity drop-down to select an entity. You can attach to the entity itself, or one of
its related entities.
d) Click the Attachment drop-down to select an attachment.
e) Repeat steps b to d above to add additional rows.
f) Click Save to save this and any other (CRM -> Adobe, Adobe -> CRM) mappings.
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Creating Mappings Using Get Agreement Fields
As an alternative to creating mappings manually, you can use a plug in to extract agreement field names
from an agreement that has been previously sent for signature through eSign services. You can then map
these agreement fields to Dynamics CRM attributes.
To use this functionality, do the following:
1.
Click the Get Agreement Fields link after selecting an entity and selecting or creating a document type.
2. From the list, select a previously signed agreement.
The plugin reads all the available fields within the agreement and makes the field names available
during mapping.
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3. Click New to add a mapping row then start typing the name of an Agreement Field.
4. Select the required Agreement Field then select the corresponding Dynamics CRM Attribute.
5. Add additional New rows as required.
Setting the Default Document Type for an Entity
As the EchoSign Admin, you can define multiple document types for a single Dynamics CRM entity, then
select one of these as the default as shown below:
The default document type for an entity is automatically used when users send a document from that Entity.
However, if multiple document types exist for the entity, users can select another.
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