Do you use ValidSign to sign documents? Then make use of the integration with Tribe CRM to digitally sign proposals.
What does the integration with ValidSign include?
How do I activate the integration with ValidSign?
How do I add signature fields to the proposal template?
How do I use the integration?
Signing attachments
What does the integration with ValidSign include?
The integration with ValidSign is very easy to use. In Tribe, you create the opportunity and proposal just like you normally do. When sending the proposal, you choose the option “Send via ValidSign”. You can specify one or multiple recipients who will receive a signing request from ValidSign.
The signing status of the document, as well as all documents, can be found in ValidSign and in Tribe CRM. After the document is signed by all recipients, ValidSign will notify you and the signed documents including evidence files will automatically be added to the opportunity.
To set up the integration, two steps are required: activating the integration itself, and adding signature fields to the proposal templates in Tribe. These steps are explained in the following chapters.
How do I activate the integration with ValidSign?
To activate the integration, you must have access to both Tribe CRM and ValidSign.
Follow the steps below to activate the integration with ValidSign:
Log in to ValidSign.
Navigate to Admin settings via the avatar in the upper-right corner.
Open the API Access settings.
Click the eye icon to reveal the API key and copy the key.
Log in to Tribe.
Go to the Marketplace via the icon in the upper-right corner of the screen.
Navigate to the Digital Signing tab and click the ValidSign icon.
Paste the key into the API key field.
Click Activate.
The ValidSign integration is now activated.
How do I add signature fields to the proposal template?
To make it possible to digitally sign a Tribe proposal using ValidSign, merge fields must be added to your proposal template in Tribe. ValidSign supports signing by multiple people, so if you want to use that functionality, make sure you add enough signature fields in your template.
Navigate to Configuration > Sales.
Open the proposal template you want to edit. Want to learn more about creating templates? Click here.
Decide where the signature fields should be placed and add a text block to the template. Then click Add field and select the desired fields from the “Variables” group.
ValidSign uses so-called text-tags to enable document signing. There are different types of signatures, and the integration uses two of these:Click-to-Sign = The signer clicks the signature block and their name will be stamped on the document.
Use the following text:
{{Validsign.Signer1.ClickToSign}}
To add multiple signature blocks, repeat the text and change the number to 2, 3, etc.Hand-drawn signature = The signer clicks the signature block and draws their signature using a mouse or similar.
Use the following text:
{{Validsign.Signer1.Signature}}
To add multiple signature blocks, repeat the text and change the number to 2, 3, etc.The template is saved automatically after each field is added.
How do I use the integration?
Now that all settings are in place, you can start working! Follow the steps below to have a proposal signed via ValidSign.
Open an opportunity and go to the Products tab.
Enter the desired products and click the + quotation button.
In the dialog, enter the correct details and select the template containing ValidSign signature fields.
The proposal will now open. Click Submit offer.
Select the option via ValidSign.
In the next screen, you can add extra attachments to the proposal. You can also add additional signers by clicking + Add digital signer.
Then click the Start button.
ValidSign sends all recipients an invitation to sign the proposal. The email contains a link to the document. The recipient signs the document by clicking the sign button or drawing their signature digitally (depending on the template settings).
Meanwhile, a new transaction is created in ValidSign. The status of this transaction can be monitored both in ValidSign and in Tribe.
In Tribe CRM, an eSignature activity is shown in the opportunity timeline. Here you can see exactly which signatures have already been completed and which are still pending. You will also find the attachments and original proposal document here.Once all signatures have been collected, all signers will receive an email from ValidSign containing a button to download the signed document. The ValidSign admin also receives a notification. A notification will appear in Tribe as well.
Once all signatures are collected, the timeline of the opportunity is updated. The eSignature activity, the signed document, and the evidence document from ValidSign are shown in the completed items.
The opportunity stage will be updated to Quotation Signed. The responsible sales rep will receive a notification.
If you want to cancel the ValidSign process after the proposal has already been sent, you can do so by clicking the Cancel button in the eSignature activity.
Signing attachments
If an attachment needs to be signed separately, this can be done using the ValidSign Designer. Attachments often do not yet contain the correct fields for automatic signing. The Designer allows you to add specific Signature Fields so they can be signed. Follow the steps below:
Note: These actions can no longer be performed once the signing process has already started.
In the activities list, select the eSignature activity.
If you have not yet added the attachment(s), you can do so here. Then click ValidSign Designer in the bottom right corner.
The ValidSign Designer will open. You can now place Signature Fields in the file you want to get signed. Drag and drop the signature fields onto the desired locations in the document.
