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How can i add envelope custom field into Email body?

Forum|Forum|2 years ago
June 19, 2024
13 replies
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Business Requirement:

Allow users to bulk send documents to multiple people for signature.
The email content sent to different recipients should contain their names and positions, therefore should be dynamic values.
The names and position data are included in the bulk send csv import file .

So how can we ensure the email content sent to the people contains unique values based on who we send to ?

For Example, person A’s name: David, position: CEO, person B’s name: Rob, position: Manager

In the email content:

When send to David, the email shows as ‘Hi David, please sign the document for position ‘CEO’.

When send to Rob, the email shows as ‘Hi Rob, please sign the document for position ‘Manager’

Best answer by Michael.Rave

@sofian_solusign

I am actually not sure this is documented in a single place in Docusign Support, but I can tell you from my experience that this is something that has been implemented for various customers already and working.

Create a envelope custom field (ECF) called “EIN” first in the account or on the template.
Then add a column with name “EIN” to the CSV file to pre-fill that ECF via bulk send.
Include the envelope custom field [[ECF:EIN]] into the email message or body to appear.
Send an envelope and use bulk send feature to upload the prepared CSV file to pre-fill.

The Docusign Support Article on Use Merge Fields in the Template Email Subject to Customize Envelopes contains the above mentioned ECF syntax.

The Sample-Bulk-Recipient CSV file that you can download for Bulk Send contains ECF examples columns and just need to be configured to the actual names, e.g. EIN here.

Putting these puzzle pieces together will result in the solution above, which fulfils that requirement.

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I

ioSven

Active Voice

Hi @Michael.Rave,

thanks for answering my post. To be clear, these ECFs can only be filed by hand and not with a value from a Salesforce Record? I like to use them in the Email Body as shown in the picture below.

Thanks and all the best,

Sven

Michael.Rave

Docusign Employee

@ioSven

Yes, that is what the article says.

The following rules apply to envelope custom fields in Salesforce:
Only envelopes sent from standard Send with DocuSign buttons display envelope custom fields. Envelopes created from custom envelope template buttons do not display ECFs.

Only envelope custom fields with Show field to envelope creators enabled display on the Recipients page.

The Recipients page displays all envelope custom fields with Show field to envelope creators enabled.

All "shown" ECFs from your DocuSign account display on the envelope Recipients page.

Senders must enter values for all required fields to advance to the Prepare & Send page.

Senders can add envelope templates to their envelopes on the Documents page. Adding templates imports template documents, recipients, and signature fields to the envelope.

I have not been working with Docusign in the context of Salesforce in a long time and I don’t have a personal environment anymore to try the current package at this point in time. I am pretty sure there is a way to set an email subject and message through configuration in Salesforce, so you may not need ECFs to achieve that.

Have you tried setting up an envelope configuration and setting the email subject as described here? That should enable you to pass values from Salesforce fields into the email subject and body without an ECF.

Another option to achieve this would be via the APEX toolkit, either via ECFs or email subject and body fields to dynamically include the values, but it’s probably more difficult to set up.

"Select as Best" below if you find my answer is a valid solution to your issue and mark it as resolved.

I

ioSven

Active Voice

Hi @Michael.Rave ,

thanks for your reply. I was useing Learn How to Use Envelope Custom Fields in Salesforce because I’m not able to use the legacy setup.

But I’m not able to see the ECFs.

Thanks and all the best,

Sven

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