Note: Salesforce Developer, Enterprise, Performance, and Unlimited editions is required to use the GetAccept integration.

Available in GetAccept version 2.39.0 and higher

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:

Text fields on placed on a PDF template
Form fields inserted within an editor block

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 therefore enable flow GA0010 and have that data saved in the object of your choosing. In this particular flow, it takes two fields and saves them in an opportunity, but any requirement you have can only be met by duplicating the flow and editing accordingly.

Customizing the flow

Once you have duplicated the flow you can start editing it to your needs. This is a breakdown of the nodes that you see in the image above and details which node you will need to change and which you should leave be.

Nodes 1-4 (Start, Check if doc is signed, Parse fields, Loop): These nodes should not be touched, they are taking the incoming information regarding the signed document and extracting any custom fields that could have recipient-filled data in them.
Node 5 (Decision - check if the field exists): This node you will need to edit to fit your needs. In this node, you need to define one outcome for each custom field that you want to find in the signed document. In this example flow, I have defined two outcomes looking for two fields that have been given the labels “my_name” and “my_address”. It is important that your field labels in GetAccept are lowercase and have no spaces (use underscores instead if needed). With this node, please make sure that the "default outcome" connects back to the loop node, otherwise, you will experience flows that potentially don't complete.

It's important to pay close attention to the label values in this decision node as it differs based on the type of template you are using. The rules are as follows:

When using text fields on a PDF template, if the label is "My Name", then the value to be inserted in the decision node should be lowercase and spaces replaced with underscores, such as "my_name".
If you are using form fields within an editor block, then the label name should be exactly the same as what you type into the value field. So if the label name is "my_name", the key value should be "my_name".

Nodes 6 & 7 (Store first and second variable): Here I’ve created two assignment nodes, but you will need to create a node for each outcome you define in the decision node previously mentioned. In each of these assignment nodes, the custom field value is assigned to a variable created within the flow. They will be used later in the flow to save an opportunity.
Node 8 (update records): The final node in this flow updates an opportunity with the custom field values saved to local flow variables. In this example, I am updating the opportunity (the object from which the GetAccept document was sent), but this can be any object of your choosing. In the image below, I am saving one variable to a Salesforce Opportunity field called birthdate_c and the other variable to another Salesforce Opportunity field called orgnumber_c, but of course, you can choose any field that is relevant to your requirements.

Of course, we at GetAccept are happy to assist in customizing of this flow so that you can find and save all the customer-filled data you wish.

If you encounter any issues, please contact support@getaccept.com

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