Streamlining Form Management with a Custom App Integration between Salesforce, DocuSign, and Egnyte
ABOUT THE COMPANY
This wealth management firm offers comprehensive financial planning services, including investment management, tax planning, estate planning, and insurance services. Their advisors work closely with clients to craft personalized financial strategies.
OPPORTUNITY: Streamline Client Onboarding and Enrollment
Client onboarding and service enrollment required multiple forms to be completed and signed. They used Salesforce as their client data repository, Egnyte for data sharing, and DocuSign for electronic signatures. However, the process was highly manual and inefficient:
- Forms were completed via pen and paper or using DocuSign eSignature.
- Employees manually copied data from Salesforce into DocuSign fields, leading to inefficiencies and errors.
- The Wealth Manager, Financial Planner, and Operations teams spent excessive time preparing and verifying documents. Due to the variety of forms required, this process could take hours for client onboarding with multiple accounts.
A streamlined and integrated solution was needed to automate form population and submission to solve these pain points.
SOLUTION: Develop and Deploy a Custom Application with Deep Integrations
This firm partnered with 27Global to develop a Form Management (FM) application. This cloud-based web application tool seamlessly connects Salesforce, DocuSign, and Egnyte, automating and optimizing form selection and population handling based on the advisor and client’s needs.
Key Features of the Solution:
- Salesforce Integration: Secure authentication and direct access to client data for seamless pre-population of forms.
- DocuSign Integration: Automatic selection of required forms, predefined template management, and envelope submission.
- Egnyte Integration: Ability to assign a folder location to a DocuSign envelope upon submission to allow a completed envelope to be directly saved into that location
- Dynamic Document Handling: The application retrieves necessary client details from Salesforce and maps them to corresponding fields on form templates for DocuSign.
- Automation and Configurability: Users can save mappings of Salesforce fields to DocuSign templates within Form Manager, enabling them to populate the correct fields quickly.
- Real-Time Status Updates: The application monitors DocuSign for envelope completion and updates Salesforce accordingly.
- Auto-CC Feature: Relevant recipients are automatically copied based on the selected templates when configured in Form Manager.
- Custom Field Mapping: Users can configure custom mappings between Salesforce data and DocuSign fields.
- Role-Based Assignment: Users can dynamically assign signatory roles based on templates.
- Multi-Document Support: Advisors can package multiple forms into a single DocuSign envelope within the Form Manager app in just a few clicks.
User Workflow:
- Accessing Form Manager: Users initiate the process from the Salesforce client page to access Form Manager using Salesforce authentication
- Client Selection & Role Mapping: Salesforce contact details are preloaded based on the Client page from which the advisor entered Form Manager.
- Form Selection and Population: Users select the recipient(s), assign their role on the form, and choose the applicable documents from the available templates.
- Envelope Creation: The app assembles the selected forms, and the fields in those forms are populated using client data retrieved from Salesforce data.
- Envelope Submission: The package is sent to DocuSign by API integration
- Final Review: After the envelope is successfully delivered to DocuSign using their api integrations, the Form Manager offers the advisor a way to navigate directly to that DocuSign envelope to review, finalize, and send it for signatures.
- Real-Time Updates: The application receives updates on the envelope status through a DocuSign webhook integration and updates Salesforce upon completion.
- Automated Notifications: When the submitted envelope is completed, the system receives notifications from a DocuSign webhook.
- Automated Egnyte File Share: The system will parse the completed envelope notification for a custom field tied to an Egnyte file path. If present, the application will attempt to deliver the completed DocuSign envelope to the correct Egnyte folder.
Additional Capabilities:
- Process Multiple Documents: The application’s users can quickly add multiple documents to a single DocuSign envelope for more efficient processing and signature collection in a single workflow.
- Template Management: Admins can manage and update document templates.
- Audit Trail & Compliance: A complete log of document interactions is maintained.
RESULTS: Reducing Onboarding from 60 to 2 Minutes
The implementation of the Form Manager application significantly improved efficiency:
- Increased Adoption: Improved workflow efficiency across teams.
- Time Savings: The old manual process, which took at least 15 minutes to prepare and send one or two forms, and sometimes up to an hour for larger amounts of forms for a client, was drastically reduced to one or two minutes, regardless of the number of forms in the envelope.
- Error Reduction: Eliminated manual data entry.
- Seamless Integration: The Form Manager application allows Users to navigate from Salesforce to DocuSign without needing to log in. The Egnyte file retrieval on the backend automatically grabs the completed forms in envelopes and saves them to the correct location in the file store.
By automating form submission, integrating with Salesforce and DocuSign, enabling the client to build out complex conditional logic for how the forms should be completed by the signer, and implementing autofill based on custom mappings within the Form Manager, the application now allows the firm’s advisors to reduce inefficiencies compared to their previous document management process significantly. The Form Manager application now serves as a critical tool for seamless client onboarding and service enrollment, significantly dropping error rates and follow-up.
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