echosign esignature for netsuite - installation and customization guide

EchoSign E-Signature and Contract Management Service

eSignature and contract management service

Document Version: 1.3

Date: 10/14/2010

SuiteBundler Documentation Template

Table of Contents Overview .......................................................................................................................................... 4

Bundle Purpose ......................................................................................................................................................4 Bundle Components ...............................................................................................................................................4 Guidelines for Use ..................................................................................................................................................5 Release Notes .........................................................................................................................................................5

Installing the Bundle ........................................................................................................................ 5 Prerequisites ..........................................................................................................................................................5 Installation Steps ....................................................................................................................................................6 Testing Installation .................................................................................................................................................9

Using the Bundle ........................................................................................................................... 10 Roles and Permissions ......................................................................................................................................... 10

Advanced Customization ............................................................................................................... 12 Using EchoSign with other / custom records ...................................................................................................... 12

Updating the Bundle...................................................................................................................... 14 Uninstalling the Bundle ................................................................................................................. 14 Support .......................................................................................................................................... 15

Contacting Support ............................................................................................................................................. 15 NetSuite Disclaimer ............................................................................................................................................. 15

4 SuiteBundler Documentation Template

Overview

Bundle Purpose EchoSign for NetSuite is the only eSignature system with complete integration to NetSuite - delivering complete electronic signature automation in NetSuite for e-signatures and fax signatures. Send contracts directly from NetSuite, view contract history, and save eSigned contracts associated with the customer, estimate and more.

Bundle Components

Employee Field: (Locked) o EchoSign Verified – Gets checked if this user was verified in EchoSign

Lists: (Locked) o EchoSign Signature Order – List of possible orders the agreement can get sent o EchoSign Roles – If the recipient is Signer or if they are copied on the agreement o EchoSign Agreement Status – List of possible statuses of the agreement o EchoSign Signed Status – The status of the recipient o EchoSign Reminders – List of choices of how often recipients should be reminded to sign the

agreement

Records: o EchoSign Signer – Record containing the information of the recipient of an agreement. o EchoSign Signed Agreement – Record containing the information for the images of the signed

agreement. o EchoSign Agreement – This record contains the settings for the agreement such as password,

signature order, and agreement status. This is the parent of the other records. o EchoSign Document – This record contains the information of the document that is sent in the

agreement. o EchoSign Event – Contains the description and timestamp of each event that happens to an

agreement, such as sending for signature, a recipient viewing the agreement, and a recipient signing the agreement

SuiteScripts: o EchoSign Button Manager – This is a client script that handles the validation of fields on the

EchoSign Agreement Record o EchoSign Agreement CS – Client script that starts the process of updating and sending an

agreement for signatures o EchoSign Update Agreements – This is a scheduled script that runs approximately every 30

minutes to update EchosSign Agreement records that are set to be updated. o EchoSign External Update – This is a suitelet that triggers an agreement to update if there was a

new activity such as viewing or signing the agreement. o EchoSign Agreement Creator – This suitelet creates a new EchoSign Agreement record if the

New EchoSign Agreement button is clicked on a supported record. o EchoSign Service Manager – This suitelet sends and updates the agreements if the Send For

Signature or Update Status button is pressed on the EchoSign Agreement record. o EchoSign Document Manager – This user event script runs on the EchoSign Document Record. o EchoSign Agreement Manager – This user event script populates the lists on the EchoSign

Agreement Record, and verifies the values on saving of the record. o EchoSign Agreement Loader – This script populates the list of agreements related to a supported

record. This also creates the New EchoSign Agreement button that allows you to create an agreement from other records.

o EchoSign Estimate Button – This script adds an Send For Signature button that will allow you to create an agreement record from an Estimate record.

Guidelines for Use Send documents, agreements, quotes and other files for electronic signature or fax signature. Create an EchoSign agreement associated with a customer, a lead, an estimate or other NetSuite objects, attach files, specify recipients and send for signature. EchoSign will update NetSuite with the current status of the agreement and will store the signed contract in NetSuite once it is fully executed.

Release Notes Send documents for electronic and fax signatures, gain real time visibility into every agreement sent out for signature from within NetSuite.

Installing the Bundle

Prerequisites

Only Administrators can install this bundle.

Installation Steps

1. Go to Setup Customization Install Bundle. Under Keywords, search for “EchoSign”. Select the bundle “EchoSign eSignatures”, and click Install.

Next, you’ll see the bundle components listed. Click “Install Bundle”.

After the bundle installation is complete, EchoSign eSignatures will appear on the Installed Bundles page.

2. If you’re already an EchoSign customer, continue to step 3. If you do not have an EchoSign account, sign up for a FREE 14-day trial by clicking the link below: https://netsuiteintegration.echosign.com/public/upgrade?type=enterprise_trial&cs=ns_bundle

Follow the online registration steps until your EchoSign web account is enabled.

3. In EchoSign, click on your “Account” tab, then select “EchoSign API” on the lower left side. Click “Enable API Access” and get your API key from the page.

4. Configure your EchoSign bundle to use your account’s API key. In NetSuite, go to Setup Company General Preferences

5. At the bottom of the page, select the “Custom Preferences” tab and copy your API key into the field.

You can also set the folder where the final signed agreements will be stored. Then, click Save.

6. The EchoSign bundle allows you to automatically receive status updates into NetSuite such that the data in your agreements in NetSuite will always reflect their latest status. To enable this feature, please follow the following steps:

Go to Setup Company Enable Features

Select the “SuiteFlex” tab

Check the “Custom Records” check box

Check the “Client suiteScript” check box and agree to the terms.

Check the “Server SuiteScript” check box and agree to terms.

Click “Save”

Testing Installation NetSuite recommends that administrators who install a bundle test that bundle using a NetSuite Sandbox account.

1. Select or create a customer record you would like to test EchoSign with. In the customer record, click on the Agreements tab and then click “New Agreement”.

On the agreement page, click “Edit”.

You may edit the agreement name, message or set advanced sending options.

In the “Documents” tab, attach a document from the file cabinet. Click “Add”

In the “Recipients” tab, specify a recipient by either selecting from the contact list or typing an email address.

Click “Save”.

Click “Send for Signature”. Document status will change to “Out for Signature” and a new “Events” tab will appear, allowing you to track the agreement’s status.

After the agreement is signed, its status will change to “Signed”, a new “Signed Document” tab will appear allowing you to see image thumbnails of the signed document. The “Signed Document” field is a link to the signed PDF document stored in your file cabinet.

Using the Bundle

Roles and Permissions Most NetSuite roles (Sales Rep, Sales Manager, Controller, etc.) should have permission to use EchoSign without additional configuration.

To add permission to additional roles, follow the steps below:

1. Go to Setup Customization Record Types

If you do not see the “Record Types” item in the list, go to Setup> Company> Enable Features and select the Custom Record checkbox on the SuiteFlex tab.

2. Set permissions on all of the following record types:

- EchoSign Agreement

- EchoSign Document

- EchoSign Event

- EchoSign Signed Agreement

- EchoSign Signer

3. For the EchoSign Agreement record type set the following permissions for the required roles.

- Set “Level” to Full.

- Set “Default Form” to “Custom EchoSign Agreement Form”

- Select “Restrict Form” check box.

4. For all other record types, set Set “Level” to Full for the required roles.

Advanced Customization

Using EchoSign with other / custom records

The bundle already exposes the EchoSign agreement object with many standard NetSuite objects –Customer, Estimate, Lead, Opportunity, and Partner records. The agreement tab can appear with two types of NetSuite records – “Entity” and “Transaction”. For our purpose we can usually assume that a “Transaction” record is a record that can be converted into a PDF document – e.g. a Quote – whereas an “Entity” record cannot. If the agreement is created from a Transaction record the first document on the agreement record will be the PDF version of the record it came from and the first recipient will be the email address of the record. When associated with a Transaction record, both the “Agreements” tab as well as a “Send for signature” button will appear.

If the agreement is created from an Entity record the first recipient will be the email address from the record. When associated with an Entity record, only the “Agreements” tab will appear.

To deploy the agreements list on other records, follow the steps below.

1. Setup Customization Scripts

2. On the next screen select “view” for the script you want to deploy.

To add the “Send for Signature” Button, select the “EchoSign Estimate Button” script.

To add the “Agreements” tab, select the “EchoSign Agreement Loader” Script.

3. On the next screen click the “Deploy Script” Button.

4. On the Following screen fill out the form with the following info.

o Check the “Deployed” checkbox o Set “Applies To” to the Record type you need. o Set “Status” to “ Released” o Check the “Execute as Admin” checkbox o Select the roles you want the list to show up for or check “select all”. o Select the employees you want the list to show up for or check “select all”

5. Click Save.

Updating the Bundle EchoSign may update the bundle from time to time. Please consult EchoSign support if you wish to upgrade to a new bundle.

Uninstalling the Bundle To uninstall this bundle follow the steps provided in the NetSuite Help Center topic Uninstalling Bundles into Your NetSuite Account.

Please note that uninstalling the bundle will result in losing some/all your EchoSign agreement data. Please consult EchoSign support before uninstalling the bundle

Troubleshooting Document status not updating If the document status is not updating after sending agreements, try the following things: 1. Check the EchoSign External Update script deployment logs to see if you are receiving calls from EchoSign. Navigate to Setup > Customization > Script Deployments. Find the EchoSign External Update suitelet, and click edit. Under the Execution Log tab, you should see an Agreement Set For Auto Update entry for the agreement ID. 2. Check the EchoSign Update Agreements execution log to see if there are any errors there. This is located under Setup > Customization > Script Deployments > EchoSign Update Agreements > Execution Log. Select Error under Type to filter the results. 3. Lastly, check the EchoSign Service Manager suitelet for errors. This is located under Setup > Customization > Script Deployments > EchoSign Service Manager > Execution Log. Again, you can filter by Type: Error to see only the errors. MIME type error If you are receiving a MIME type error when attempting to send a document, it is because the File Name field doesn’t match the filename and extension of the uploaded file. If you leave the File Name field blank, it will automatically be populated with the correct filename and extension.

Support

Contacting Support

Email: support@echosign.com Phone: 1 (877) 324-6744 x824 Business Hours (Time Zone): 8am-5pm PST

NetSuite Disclaimer NetSuite does not test, approve, or support SuiteBundles developed by our partners or our customers.

NETSUITE MAKES NO WARRANTIES OF ANY KIND RELATED TO BUNDLES, INSTALLATION OF A BUNDLE IN A NETSUITE ACCOUNT OR ITS USE WITH A NETSUITE ACCOUNT, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND NETSUITE SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT OF THIRD PARTY RIGHTS, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, NETSUITE DOES NOT REPRESENT OR WARRANT THAT USE OF THE BUNDLE WILL MEET YOUR REQUIREMENTS OR THAT YOUR USE OF NETSUITE SERVICE WITH THE BUNDLE WILL BE UNINTERRUPTED, TIMELY, SECURE OR FREE FROM ERROR.

IN NO EVENT SHALL NETSUITE HAVE ANY LIABILITY TO YOU OR ANY THIRD PARTY ARISING OUT OF OR RELATED TO YOUR USE OF THE BUNDLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, COVER OR PUNITIVE DAMAGES, HOWEVER CAUSED, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER THEORY OF LIABILITY, AND WHETHER OR NOT YOU HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. WITHOUT LIMITING THE FOREGOING, NETSUITE SHALL HAVE NO LIABILITY FOR LOSS OF PROFITS, REVENUE OR DATA OR FOR INTERRUPTIONS IN SERVICE ARISING OUT OF OR RELATED TO YOUR USE OF THE BUNDLE. THE FOREGOING DISCLAIMER SHALL NOT APPLY TO THE EXTENT PROHIBITED BY APPLICABLE LAW.

echosign esignature for netsuite - installation and customization guide

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