Now that you have installed SnapSign for HubSpot, this configuration guide will take you through some steps to help you set it up so that you can get the most out of SnapSign for HubSpot.
When you install SnapSign for HubSpot, the SnapSign Card and associated Sign button will be automatically deployed to the Company, Contact and Deal records in HubSpot. In addition, all fields on the Company, Contact and Deal records will be shared with and available to be mapped to a SnapSign Document or Template.
Map HubSpot Field Value to SnapSign Document
With SnapSign for HubSpot you are able to map data from your HubSpot records right to a SnapSign Document. By mapping the HubSpot Field Value to a SnapSign Field Tag, the HubSpot value in the field will be automatically populated to your SnapSign Field Tag - eliminating the need for manual data entry - when you send it out the SnapSign template from that HubSpot record.
In order to do this, login to SnapSign and navigate to the SnapSign Template that you would like to populate with HubSpot data (Main Menu > Templates) and click Edit to open your Template for editing.
On your selected SnapSign Template find a SnapSign Field Tag on the Page section that you want to populate with HubSpot data and click on it. This will open the Field Tag’s menu. Next, click on the Field Tag’s Advanced Features link and scroll down to find the Default Value field.
In the Default Value field, you can begin to type in the name of the HubSpot property alias (which by default will be the HubSpot Field's Internal ID) bookended by square brackets. So in our example, if we wanted to map the company name field into our SnapSign Field Tag, you can type:
[company name]
into the Default Value field as shown below:
That is it. Now the next time you send out this template from the HubSpot Company record, the Company Name field value will be defaulted into this SnapSign Field Tag on this SnapSign Template.
IMPORTANT: One Important thing to note, is that by default, when sending out a SnapSign Document or Template from HubSpot, you will only have access to map fields that are physically on the HubSpot record that you are initiating the document from. So for example, if you click the Sign button on the HubSpot Company record, you will only be able to see fields from that specific Company record that were mapped to your SnapSign Document/Template. In this example, you would not able to directly map HubSpot Contact or Deal fields to this document since you initiated it from the Company record in HubSpot.
Map HubSpot Contacts to SnapSign Roles
Now that you have a SnapSign Sign button deployed to a HubSpot record, you can do some further configuration to take advantage of SnapSign's seamless integration with HubSpot.
One of the integration points between with SnapSign and HubSpot, is that you can send SnapSign Documents to HubSpot Contacts. By default, SnapSign will be setup to automatically display a prompt that allows you to select a HubSpot Contact to populate your SnapSign Role when sending out a SnapSign Document/Template.
However, if you wanted to modify this configuration, you can do so by navigating to the corresponding HubSpot Configuration record's button configuration page (Admin Menu > Integrations > Third Party > HubSpot > [HubSpot Record] > [Specific Button]). This will open the Button Configuration page, where you can then click on the Contacts tab. In the User Experience section of this tab, there will be a Prompt for Role Assignment field. You can select Always in order to always prompt user's for a HubSpot Contact or you can select Never and your user's will not be prompted for a Contact within HubSpot.
With this setting turned on, users will be prompted to select a Contact to assign a SnapSign Document Role - as outlined in the screenshot below:
The SnapSign Participant dropdown will be populated as follows:
HubSpot Company Record -> All HubSpot Contacts associated to the HubSpot Company Record
HubSpot Deal Record -> All HubSpot Contacts associated to the HubSpot Deal Record
HubSpot Contact Record -> The Current HubSpot Contact Record plus All HubSpot Contacts associated to the HubSpot Contact
Saving Completed SnapSign Documents to HubSpot
With SnapSign for HubSpot, when a SnapSign document is completed, it can now be saved back to the HubSpot and added as an Note/Attachment to the initiating HubSpot record. This allows all HubSpot users (with the appropriate HubSpot permissions) to view all completed SnapSign documents for a particular HubSpot record.
By default, this feature is not enabled. In order to enable this feature and/or to modify any of the available settings, you can navigate to the HubSpot Integration page (Admin Menu > Integrations > Third Party > HubSpot). This will open the HubSpot Integration page, then you can click on the Events tab. On the Events tab, you can then click to Edit the HubSpot Document Completed event record.
This will open the HubSpot Integration Event page. On this page you will be able to enable the feature by checking on the Active checkbox and also checking the Save Completed SnapSign Documents to HubSpot checkbox under the Documents tab.
Additionally you can modify the naming convention of the files that are saved back to HubSpot by updating the File Naming Convention field. You also have some other options that you can change such as:
- Saving files back to HubSpot as a single ZIP file or as separate files.
- Including document attachments
- Including document certificates
- Attaching SnapSign files to the HubSpot source record (We recommend this to be checked also if you are saving documents back to HubSpot.)
When complete, you can click the Save button to persist your changes.
Removing the SnapSign Card and "Sign" Button from a HubSpot Record
When initially installed, SnapSign for HubSpot deploys a 'Sign' button to the HubSpot Contact, Company and Deal records. You can remove the SnapSign panel and its associated Sign button from appearing on one of these HubSpot records.
To remove a SnapSign Sign button from a HubSpot record, login to SnapSign and navigate to the SnapSign for HubSpot Integration page (Admin Menu > Integrations > Third Party > HubSpot). On the SnapSign for HubSpot Integration page, you can click on the Records tab. This will display the list of HubSpot records that are you can deploy a Sign button to.
Select the HubSpot record by clicking on its Name/Label or clicking on the Edit menu item in the Action Menu. This will open the Configuration page for that HubSpot record. In our example below, we have selected the HubSpot Company record.
Next, click on the Buttons tab and then select the default Sign button record that is delivered with SnapSign for HubSpot. This will open the Configuration page for this Sign Button (see screenshot below).
To remove the Sign button from this record, make sure the Deploy checkbox is unchecked and then click the Save button. That is it. When you return to the HubSpot Company record refresh the page and the SnapSign panel and Sign button will no longer be visible on the page.
Remove Shared HubSpot Fields and associated Data
When sending out a document for signature from HubSpot, you can map HubSpot field data to your SnapSign documents. By default, all HubSpot Fields on the Company, Contact and Deal records are shared with and made available to SnapSign.
However, if there is data that you would like to remove from this configuration you can do so by following the following steps.
To remove a HubSpot field so that it is no longer shared with SnapSign, you will need to login to SnapSign and navigate to the SnapSign for HubSpot Integration page (Admin Menu > Integrations > Third Party > HubSpot). On the SnapSign for HubSpot Integration page, you can click on the Records tab. This will display the list of HubSpot records.
Select the HubSpot record whose associated Field you no longer want to share with SnapSign by clicking on its Name/Label or clicking on the Edit menu item in the Action Menu. This will open the Configuration page for that HubSpot record. In our example below, we have selected the HubSpot Company record.
Next, select the Fields tab. This will display all of the HubSpot Fields that are shared with SnapSign. The HubSpot Field is shared if its Add As Property checkbox is checked. By default, all HubSpot Fields should be checked. To stop sharing a HubSpot field, simply uncheck the Add As Property checkbox next to the field that you no longer want to share.
The unchecked HubSpot Field will no longer be available to be shared with SnapSign documents.
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