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eSign Email Deliverability

Email deliverability can be tricky as there is a lot of variables, including what email platform you use and any spam filter settings. See feedback below for tips on successful email deliverability for eSign Docs with A5 Signature app:

  1. The A5 Signature app is sending the email from Salesforce so our app is not responsible for email deliverability. You can test sending other emails from Salesforce to see if there is any difference in email deliverability. To help with testing:
    1. Use the same subject and email body and user.
    2. You should follow best practices setting up your salesforce .org for best deliverability which is to configure emails to be sent through your own email server instead of salesforce.
    3. There is SPF records to setup.
    4. Look into Email Relay.
    5. The email subject and body can have an impact if seems spammy.
    6. And the clients side email server also is a variable. Gmail for example might mark something as spam and another email server won’t.
  2. Check if you have a lot of images in document template or email template that may be affecting email deliverability. You can try removing images from email template to see if that makes a difference.
    1. Example you may be using an image button for the signer link ({!esign__Document__c.esign__eSign_Link__c}) and can test removing the image button to see if that helps.

 

A5 Signature App Legality

Electronic documents and signatures are legally binding for nearly every business or personal transaction around the world. A5 Signature enables you to electronically sign while exceeding the requirements of the ESIGN Act and the Uniform Electronic Transactions Act in the United States (see this PDF article for more detail), in addition to other national laws worldwide where electronic signatures are recognized.

How does A5 Signature help meet legal requirements?
A5 Signature has been developed to meet the legal requirements of the U.S. ESIGN Act and other country laws, by allowing users to:

  • Verify signer identity/location with recording IP address 
  • Confirm signer intent to sign electronically
  • Link signatures to signers and documents
  • Record all important document and signature activities within Salesforce
  • Allow ongoing, secure access to A5 Signature documents within Salesforce
  • Transfer and store signed documents securely to Salesforce in non-editable PDF

A5 Signature provides the proof for legally-binding electronic signatures:

For each document, A5 Signature automatically generates and stores a time-stamped history of the send, view, and sign actions within Salesforce. We also record the signed name, email, and IP Address of the signer. This information is captured in the eSign Doc record within Salesforce that is generated for every eSignature transaction. 

Statement on HIPAA Compliance:

A5 Apps is not storing any documents you send for signature using the A5 Signature app. All the documents are in your google drive and then within your Salesforce org so you can configure these platforms for HIPAA compliance. You can review this article on Google Platform security and the app also goes through rigorous security review to be published on Salesforce AppExchange

While the document is out for signature, that google document is available to anyone that has the long unique link (this most likely not related to HIPPA).  Everything is under https and encrypted. And all documents are stored in your own google drive. Signed documents are then transmitted securely as PDF directly into your Salesforce org and can only be accessed by assigned users to A5 Signature app.

In terms of HIPAA compliance, we securely transmit encrypted documents and are considered a conduit. You will want to focus the HIPAA compliance on Salesforce and Google since that is where your documents are stored. Both platforms are able to be HIPAA compliant under your own accounts with them.

If you need this information in a PDF document, please contact Support to request to be emailed PDF format copy.

Cancel App Subscription

To cancel your app subscription:

1. Login to AppExchange.

2. Navigate to “My Installs & Subscriptions”.

3. Click “Manage Subscription” next to A5 Signature app if you want to cancel.

4. Click “End Subscription”.

5. Click “Done”.

BILLING PERIOD: You will have option to cancel immediately or at the end of the billing period.

UN-CANCEL: If you want to un-cancel app subscription before the billing period ends, you can un-cancel through subscription detail in AppExchange following these steps: From Profile picture, click on “My Installs & Subscriptions”, in the listing row you want to renew the subscription, click on the arrow down button and choose “Manage Subscription”. Then hit on “Renew Subscription”.

RE-ACTIVATE: If there is chance you will reactivate app subscription in the future, you should not uninstall the app from your Salesforce org and then you can reactivate when ready following these activation instructions. Once you reactivate, all previous configurations will still be there.

Custom Signature Completion URL

If you would like to direct your customers to a custom URL after they sign the document, we can set up the URL on the back end for a one time $100 setup fee. Simply send the custom URL to support@a5-apps.com.

When A5 Signature redirects to this url it also will pass a value in the url “docid” with ?docid={esign__Document__r.esign__Encoded_ID__c}. This is the value in the eSign Doc object called “Encoded ID”.

Then, you can build a custom process using programming languages on the website that uses that value to lookup information about the eSign Doc record in Salesforce and all the related info and continue any process such as getting payment for this contract signed.

Add or Remove Users in App Subscription

To add or remove users to an existing A5 Signature subscription:

  1. Login to AppExchange and click your name/photo icon in the top right, then “My Installs & Subscriptions.”
  2. Find A5 Signature app. Click drop down arrow to right of app subscription and click “modify subscription.”
  3. If you want to add more users, you would change user amount on existing subscription to total number of new users. For example, if you had 1 user and now want 3 more users, you would change the 1 to 4 total users. Or if you had 5 users and want to remove 1 user, you would change it to 4 total users.
  4. Click to save subscription with new amount of users.
  5. To assign or remove licenses purchased to your Salesforce Users, go to your Salesforce, then to Setup, and Installed Packages.
  6. Click “Manage Licenses” link next to the A5 Signature package.
  7. Add and remove users to the app to manage the licenses available.
  8. You can always return to AppExchange area to buy more licenses or less licenses.
  9. If you want to cancel your app subscription, you can review this article.

 

Collect Credit Card Information when Document is Signed

If you would like to capture customer credit card information at the time they are signing the document, you can configure this to happen a few different ways. First option: Have the customer sign the document, then automate sending an email with a link to a formassembly.com form to collect credit card information and potentially even process authorization and payment. Second option: After signing the document, it redirects to a website that has the credit card form embedded. After the app redirects, autofill the eSign document ID and use it to lookup the record in Salesforce so that it can pre populate information.

eSign Error : Number of Email Invocations: 7 out of 10

Full Error Message:

Subject: Apex governor limit warning
To: XX
Operation: /aura
By user/organization: XXXXXXX/XXXXXXXX
Caused the following Apex resource warnings:
esign:Number of Email Invocations: 7 out of 10
(these emails can be disabled from the user detail page for this user)

Reason for Error/How to resolve:

This error can happen when trying to add more than 10 attachments in one email. To resolve, please upgrade your app package to what we have posted on AppExchange (make sure you are only logged into related Salesforce org that error is coming from when upgrading your package): https://appexchange.salesforce.com/appxListingDetail?listingId=a0N30000000q4LeEAI.

Once you have the new package installed, go to eSign configuration tab and refresh your authorization. Then test again in same way you did before and see if error resolved. If not resolved, please submit a case to A5 Apps Support with your detailed steps and provide login access to org.

eSign server error. Document SignedError occured when uploading attachment

Error MessageeSign server error. Document SignedError occured when uploading attachment for document (a3R7F000000Q4M8UAK) to salesforce.

App Expert Reply:
– The document ID (a3R7F000000Q4M8UAK) is referring to an eSign doc ID.
– Use global search in Salesforce and search for document ID *a3R7F000000Q4M8UAKb*.
– By viewing the eSign user can analyze if anything is wrong with it and can view activity history.
– With this error, the signature status was most likely manually changed to “signed” by a user rather than automated update based on app workflows. If a user tried to change the unsigned Doc to “signed” status, the server recorded it as error since there is no document saved.

eSign server error. Recipient Sign View. Error occurred when updating document with EncodedId

Full Error Message:
eSign server error. Recipient Sign View. Error occurred when updating document with EncodedId (e79e6d02-f6b0-43ba-8690-10850db7b4cb) open date in salesforce.
You may also get a similar error about updating another field.

Reason for error: 

The A5 Signature application that is outside of Salesforce is trying to make an update to the eSign Doc record in your Salesforce org. For some reason the app is unable to update the record. This could be because it cannot access the record specifically or cannot access your Salesforce org.

Things to Check to Resolve the Error:

  1. Search for the specific eSign Doc record referenced in the error to locate it by searching the EncodedId. In the sample above this would be “e79e6d02-f6b0-43ba-8690-10850db7b4cb”. The EncodedID is a field on the eSign Doc object and is an external unique id for the record. If you cannot find this record, it may have been deleted by a user. Maybe it was sent as a test or sent and then user decided to delete it. You may check the Recycle Bin in Salesforce and undelete it.
  2. Under eSign Configuration tab during the initial setup of A5 Signature, an admin user clicked the Grant Access button. If you check this page you can confirm that someone has still granted access and check which user has granted access. Consider that this is the user that is attempting to update the record. Does this user have permission to update this record and these fields on this object. You can verify if you login as that user and attempt to update the record. You may click Grant Access again using another User logged into to change which user is making the update.
  3. An admin may have updated security settings in Salesforce to not allow any updates via the API or external systems. 
  4. The Salesforce org may be locked out for some reason.
  5. Your org may have reached its API call limits for the last 24 hours. You can check your API usage by going to Setup > System Overview > API Usage.
  6. Salesforce could be down at the moment. You can check https://trust.salesforce.com for the current status.