S-Sign: Behind the Scenes Guide

This guide details the automated record creation and tracking that occurs within Salesforce from the moment a signature request is sent until it is finalized.

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Phase One: Before the Signature

Immediately after clicking Send Documents for Electronic Signature, Salesforce begins tracking the request through specific records.

The S-Sign Envelope Record

An S-Sign Envelope record is automatically created and linked to the base object (e.g., Opportunity, Account).

• Location: Found under the Related tab of the Salesforce record.
• Tracking Status: The "Sign Status" field updates in real-time:

  • Created: The request has been sent, but the email hasn't been opened.
  • Viewed: The recipient has opened the document link.
  • Signed: The recipient has completed the signature process.
• Key Metadata: Stores the Template ID used for the email, the number of documents included, and the HTML email body.

The S-Sign Envelope Document Record

For every PDF included in a request, a child S-Sign Envelope Document record is created.

• Visibility: Allows users to see which specific document in a multi-document packet is pending.
• Troubleshooting Tool: Features the Continue as Active Signer icon, allowing an admin to access the document as the current signer to troubleshoot issues.
• Version Control: Provides links to view the original document before any signatures were applied.

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Phase Two: After the Signature

Once the recipient submits the document, S-Sign automates the finalization and filing process.

Automatic Status Updates

• The S-Sign Envelope status updates to "Completed."
• The system generates a Finalized Document which includes the signature and an appended Audit Trail.

File Storage & Related Lists

S-Sign ensures the signed documents are easily accessible within the Salesforce ecosystem:

• Envelope Document Record: The Related tab now houses four distinct files:

  1. Signed Document: The final version.
  2. Original Document: The pre-sign version.
  3. Audit Trail: A PDF log of all signature events (IP addresses, timestamps, etc.).
  4. Raw Signature File: The image file of the signature itself.
• Base Record Integration: The signed PDF is automatically added to the Notes & Attachments (or Files) related list of the original Salesforce record (e.g., the specific Contact or Opportunity).

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Using the Salesforce App Manager, try navigating to S-Sign Envelopes or S-Sign Envelope Documents to see all of the E-Signature Requests gathered in one area.

3. Key Features Summary

Feature	Description
Native Tracking	All signature data stays within Salesforce; no third-party site is needed to check status.
Audit Trail	Automatically appended to the end of every signed document for legal compliance.
Identity Verification	Signers can be required to enter a code or log in (S-Sign 7.0+) before accessing the document.
Active Signer Link	Admins can generate a link to "act as the signer" for support purposes.
Automated Filing	Eliminates manual uploads by saving the final PDF directly to the Salesforce record.