Feature summary

The GetAccept platform offers the ability for a recipient of a document to fill in data in added text field boxes that you add to the template. It is now possible to capture this recipient-filled data, on signing, and process it back in Salesforce. As a result it is now possible for recipients to update their own records in Salesforce under your supervision. This feature works with both scenarios:

Form fields inserted within an editor block

Note: If working with PDF form fields, you will need to use Salesforce flows to collect that data as detailed here.

How it works

Once a document has been signed, all information regarding this document is sent back to your Salesforce org, including any data the recipient may have filled into text fields (if they exist).

You can configure a Data Sync profile in GetAccept and have that data saved in the object of your choosing.

How to set it up

Pre-requisites: Ensure that you have our GetAccept integration Version 2.121.0 or higher and that you have the pricing table feature enabled on your entity. To install the package in your Salesforce org, follow the link provided here.

Accessing Data Sync Profiles

To access the Data Sync Profile settings, navigate to the GetAccept Admin app | Setup | Data Sync. You can perform the following actions:

Create a new empty profile
Create a new profile based on a template
Edit an existing profile
Delete an existing profile
Activate or deactivate a profile
Duplicate a profile

Creating or Editing a Profile

This setup will guide you through creating a template with form fields for your recipient to fill in, creating a mapping profile in the Salesforce integration to identify which fields in Salesforce will be populated with recipient filled data from form fields, and then finally performing a test send to ensure the final result is as you would wish.

Creating a template with Recipient linked form fields in GetAccept
First, we shall set up a template with a pricing table element that can be selected and populated within the Salesforce integration.
1. Create a new template in GetAccept or select an existing template where you wish to add a pricing table.
2. Create a new editor block.
3. Click the + button within the editor and select Forms from the Add Content menu.
4. Select Text input (other forms options are supported).
5. Enter a field name (label).
6. Enter optional help text if desired.
7. Click the person icon to assign the form field to the correct recipient.
8. Select the desired recipient role to fill the field.
  1. Note: At least one Template role that will be used for a recipient is required in your template for capturing recipient filled data back to Salesforce.
9. Click the toggle icon on the same editing toolbar to select if the field should be required for the recipient or if any validation rules should be configured.
10. You can finally click on column names if you wish to adjust the labeling.
11. Follow previous steps and add additional form fields as required.
12. Your template setup is now complete. Now it's time to turn to Salesforce.

Creating a mapping profile in our Salesforce integration

Data Sync profiles are used to indicate to GetAccepts integration where recipient filled data in GetAccept should be populated in Salesforce upon contract signing. We’ll begin by setting up one profile for the most basic scenario: capturing VAT number from a recipient in a GetAccept contract sent from an opportunity and updating a corresponding field in the opportunity.

In Salesforce, first ensure you are operating as a user which has the permission set: GetAccept Integration Admin.
Navigate to the GetAccept Admin app and click on the Setup tab.
Click on the Data Sync tab within this Setup page.
If this is your first time here, then there you will not see any profiles already created. It's now time to create one.
The profile edit view will appear.
Enter a Name for the profile.
Specify the Sending Object in Salesforce where the GetAccept contract will be sent from. (e.g. Opportunity)
Specify the GetAccept Entity that is being set up for this profile.
1. Note: It is recommended to have separate profiles for different entities.
Enable the toggles for success and/or error notifications to be sent to Salesforce when a Data Sync operation occurs.
You will see a list of templates linked to the selected GetAccept entity appear under Available Templates.
Select the templates with form fields to be synced back to Salesforce.
Click on right arrow to select template.
1. Note: Data Sync profile will only apply to templates that are in the Selected Templates box. If no templates are selected, profile will work for all templates in a given entity.
Click Load Fields from Templates to automatically present all form fields in selected templates.
1. Note: Fields may be manually added. This requires going into the templates and ensuring you use the form field name/label.
Select the Salesforce field(s) that should be populated to the GetAccept Form fields found from the template.
1. Form fields that should not sync back to Salesforce should be removed.
Save profile.
1. Profiles may be duplicated, deactivated, or deleted from this view.

Test your profile

With your configured Data Sync profile, we can now validate that it works as expected.

Send a contract from the GetAccept integration in Salesforce.
Open the sent contract as the recipient.
Fill the form field that is to be synced back to Salesforce.
Copy the Document ID (e.g. xj5xtsv829x3) from the document url.
1. When you open the send document as the recipient, the document id will be in the url as shown in the below example in bold (e.g. ttps://test.getaccept.com/v/xj5xtsv829x3/2e95dr2v8y2vek/a/aw851d736d9918e8b6421b7610883re7
From the GetAccept Admin, open the configured Data Sync Profile.
Select Test Sync
Enter the Document ID copied in step 4.
You may also test by signing a contract and confirming data is synced. Error logs are stored and available in the profile options.

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