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Salesforce: Contact and signer mapping

What

Conga Collaborate administrators can automatically assign document signer roles and permissions based on contact records or other contact fields in Salesforce. Conga Collaborate calls this Contact and Signer Mapping.

Why

Contact and Signer Mapping gives Conga Collaborate administrators a way to automate the signing process by assigning default signer roles and permissions to a Salesforce contact, rather than having to add recipients and set roles and permissions each time a new document is generated.

 This feature is not intended to be used to assign a specific person to always be a signer (example: Signer 2 is always the CEO, John Doe). Specific default recipients and their permissions can be set on the template level. Rather, this features allows an admin to map Salesforce contacts to be added automatically to a Conga Collaborate document with a specific set of recipient permissions.

For example, many Conga Collaborate administrators want the primary contact on an Opportunity to be the first signer for their documents, or they may want to add all contacts in a certain role (Technical Buyer, Legal Counsel, etc) to a document as signers.

How

 
Configure Contact Fields

Determine where your contact info will come from by choosing the launching object and fields you would like to use to add recipients on your Conga Collaborate document.

  1. From your user dropdown in the top right corner of the screen, go to Administration > Integrations > Salesforce > Edit

  2. Scroll down to and expand the "Contacts" area, in the section labeled "Manage Features".

  1. Choose your document launching object, usually Opportunity, Lead, or Account.

  2. Choose the appropriate referenced fields or child object you would like to use to create the recipients on your Conga Collaborate document. In this example, we will be selecting the OpportunityContactRoles object, and then the Contact referenced field.

  3. Choose the Salesforce fields that you would like to populate the First Name, Last Name, and Email Address of your recipients. In this example, we will be selecting the First Name, Last Name, and Email fields from the Contact object.

  1. Click Save.

  2. Repeat this process for as many launching objects as you use for your documents.

Map Your Contacts

Now that you have configured your contact fields, you can automatically assign contacts, roles, and permissions using Contact Mappings.

This feature is used to map signers only. If you want to add contacts as collaborators, then you only need to complete the steps in the above section.  You will still need to click Add Salesforce Contacts when adding recipients to the document.

  1. From your user dropdown in the top right corner of the screen, go to Administration > Integrations > Salesforce > Edit.

  2. Scroll down to the section labeled "Contact Mappings".

  3. Select the object that you would like to use.  In this example we will use the "OpportunityContactRole" object that we mapped earlier.

    This feature only works with contacts mapped as a child object of your launching object. You cannot use it with contacts found in lookup fields from your launching object.

  4. Select the field that you would like to use to filter contacts that get added as signers. In this example we will use the "Primary" field.

  5. Select the appropriate value by which you want to filter your contacts. In this example we will use "True", to automatically assign the Primary Contact as the first signer.

  6. Choose the sorting field you would like to use. This will determine the signer order of your recipients (if multiple contacts meet your filter criteria).  

  7. Assign the appropriate permissions for the signer:

    1. "Auto Import Upon Document Creation" - when the document is created, all of the Salesforce contacts that are both associated with your launching record and meet your filter criteria will be added to the document.

    2. "Can Add Signers" - gives the signer permission to add additional signers to the document.

    3. "Can Add Collaborators" - gives the signer permission to add additional collaborators to the document.

    4. "Can Redline" - gives the signer permission to redline the document. (Contract document type only)

  1. Click Save.

  2. Repeat this process for as many launching objects as you use for your documents.

See it in Action

To make sure the correct signers are being added to your contract:

  1. Navigate to your launching object in Salesforce, in this example, the Opportunity.

  2. Create a document.

  3. Open the People panel on the right side of the document editor.

    1. If you selected "Auto Import Upon Document Creation" during signer mapping, you will notice that all contacts meeting your filter criteria have been added as signers, with the signer order determined by the Sort field.  In our example, the Primary Contact on the Opportunity would have been added as Signer #1.
    2. If "Auto Import Upon Document Creation" was not selected, then you will need to add recipients by clicking Add People and then Add Salesforce Contacts. All contacts that meet your filter criteria will then be added as signers with the permissions you selected.