Adobe Sign for SharePoint Online: Template Mapping Guide

 Create a Sharepoint List

Login to your sharepoint website and create a list of signers (these are the people you want to send the agreement to for signature)

• We will use Mr. John Smith for our example in this workflow

Create an agreement template (using word, pdf, etc)

It's important to remember the use of proper Text Tags, which should be similar to this: {{first_name}}

In this example we use a document called mapping_test.docx that contains four Text Tags:

• {{first_name}}
• {{last_name}}
• {{age}}
• {{occupation}}

Create Template Mappings

There are two different kinds of template mapping: 

• SharePoint to Agreement Mapping is used to pre-populate the details from a SharePoint list (step 1) to the Adobe Sign agreement

1. Select the SharePoint to Agreement mapping radio button
2. Select the correct list from the drop down menu
   • It's important to setup the template mapping for the correct list (ie: the list created during step 1) otherwise the template mapping won't work correctly
   • You can define unique template mappings for individual SharePoint lists
3. Configure the proper mapping between the SharePoint and Agreement fields
   • The SharePoint field is the name of the column mentioned in the SharePoint list (step 1)
   • The Agreement field is the "Text Tag" name used in the agreement template (step 2) 
   • In this example, we are using "FirstName" and "LastName" for SharePoint → Agreement mapping so the corresponding "first_name" and "last_name" will be pre-populated in the agreement template using the values from the SharePoint list 

• Agreement to SharePoint Mapping is used to update the SharePoint list with the values in the agreement fields after the agreement is completed:

1. Select the Agreement to SharePoint mapping radio button.
2. Select the correct list from the drop down menu. 
3. Configure the proper mapping between the SharePoint and agreement fields. 
   • In this example, we are using "Occupation" and "Age" for Agreement → SharePoint mapping, which correspond to the Text Tag "occupation" and "age" fields

Initiate Send for Signature

With the fields between the list and the agreement template correctly related, you are ready to send the agreement:

• Go to the SharePoint list (created during step 1)
• Select a signer from the list. Mr. John Smith in this example
• Go to Adobe Sign ribbon menu and select the Send for Signature option

Select the agreement template:

At this step it is important to select the correct agreement template that you created during step 2.

• Select the agreement template (mapping_test in this example)
• Click Attach

Complete the Send Page:

• Enter the recipient email address
  • If you are following the example, enter an email address you have access to
    • This email address must be different than the one you are sending the agreement from
• Modify the Message as required
• Verify that the correct agreement template is attached in the Files section
• Check Preview & Add Signature Fields
• Click Next

Verify SharePoint → Agreement Template mapping:

At this point you should be able to verify that the SharePoint → Agreement template mapping is working correctly.

Following our example, you should see that "first_name" and "last_name" has been auto populated with the correct information based on the SharePoint list information:

• Verify that each mapped field is importing the correct values
  
• Verify that unmapped fields are empty. These are the fields that the recipient will complete
• Add additional fields as required
  • At least add a Signature field
• Click Send

Complete the Signer Workflow:

The recipient completes the agreement:

• The recipient access the agreement through a link in their email
  • If you are following the example, log in to the email box that you sent the agreement to
• The recipient completes the agreement form
  • Enter values for the occupation and age fields
• Sign the document
• Click Click to Sign to complete the signature process

Verify Agreement → SharePoint mapping:

After the agreement is successfully completed:

• Login back into your SharePoint account
• Go to the SharePoint list (step 1)
• Verify that the Agreement → SharePoint mapping has worked by reviewing the list, and verifying that the new values from the agreement template have been pushed into SharePoint