How to integrate Salesforce with GMO Sign to send contracts via GMO Sign when the Salesforce opportunity reaches a specified phase

How to Create a Workflow for Integrating Salesforce and GMO Sign

Let's set up the integration between Salesforce and GMO Sign and automate the workflow.

Using a template, we will introduce the steps to create a workflow where "a contract is sent via GMO Sign when a Salesforce opportunity reaches a specified stage".

Please note that the integration settings with Salesforce are available with the Team Plan or Success Plan. A two-week free trial is also available.

Before You Begin

1. Please create a template of the contract in Google Docs.
　※If you have created it in Google Sheets or Microsoft Excel, you can replace the integration app and set it up.
　※For creation, please refer to the "Prepare Template Documents" section in this article.

2. Please log in to Yoom.

3. Click the "Try it out" button below to copy the template in Yoom.

Step 1: My App Integration with Salesforce, Google Docs, and GMO Sign

*If the app integration is already completed, proceed to Step 2.

*If you have created a document template in Google Sheets or Microsoft Excel, replace the integrated app with Google Docs.

1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.

2. From the list of new connections in My Apps, select Salesforce, Google Docs, and GMO Sign, and integrate the apps.
　*Reference: How to Register My App in Salesforce
　*Reference: About Integration with GMO Sign

Step 2: Setting Up a Trigger to Activate When a Specified Deal Phase is Reached in Salesforce

1. Open the copied template.
　*You can change the title from the red-framed area in the image below.

2. Click on "App Trigger: When an Outbound Message is Received" in Flowbot.

3. Select the linked account and action.
　Change the title if necessary and click "Next".

4. Set up the Webhook event reception for the app trigger.
　Refer to the instructions and precautions to set it to activate when the specified deal phase is reached.
　*For detailed setup instructions, please see the article on the right. [How to Set Up Outbound Messages in Salesforce]

5. If the test is successful, click "Save".

Step 3: Setting Up an Action to Retrieve Specified Deal Information from Salesforce

1. Click on "Operate Database: Retrieve Specified Deal Information" in Flowbot.

2. Integrate the database.
　・Title: Can be changed if necessary.
　・Database Integration: Enter or select a value of your choice.
　*The image below is an example of input.

　*The image below is an example of selecting "Object API Reference Name" from the suggestions. To retrieve deal information, search with the keyword "Deal".

3. Click "Next".

4. Perform detailed settings for database operations.
　Use the output of the deal ID obtained in Step 2 to set the "Conditions for the Record to Retrieve".

　*The image below is an example of output reference.

5. If the test is successful, click "Save".

Step 4: Setting Up an Action to Retrieve Contact Information from Salesforce

1. Click on "Operate Database: Retrieve Contact" in Flowbot.

2. Integrate the database.
　・Title: Can be changed if necessary.
　・Database Integration: Enter or select a value of your choice.
　*The image below is an example of input.

3. Click "Next".

4. Perform detailed settings for database operations.
　Use the output of the contact ID obtained in Step 3 to set the "Conditions for the Record to Retrieve".

　*The image below is an example of output reference.

5. If the test is successful, click "Save".

Step 5: Setting Up an Action to Retrieve Account Information from Salesforce

1. Click on "Operate Database: Retrieve Account Information" in Flowbot.

2. Integrate the database.
　・Title: Can be changed if necessary.
　・Database Integration: Enter or select a value of your choice.
　*The image below is an example of input.

3. Click "Next".

4. Perform detailed settings for database operations.
　Use the output of the account ID obtained in Step 3 to set the "Conditions for the Record to Retrieve".

　*The image below is an example of output reference.

5. If the test is successful, click "Save".

Step 6: Setting Up an Action to Issue Contract Documents in Google Docs

*If you have created a contract template in Google Sheets or Microsoft Excel, set it up in the app where the template was created.

1. Click on "Integrate with App: Issue Document" in Flowbot.

2. Set up the document integration.
　・Title: Can be changed if necessary.
　・Template Document Integration: Enter or select the ID of the template file.
　・Issued Document: Set the folder ID for saving the issued contract document and the output file name. You can refer to the output information obtained so far for the output file name.

3. Click "Next".

4. Set the replacement conditions.
　Refer to the setup method to configure each item using the output information obtained so far.
　*If the template has not been created yet, please check the "Prepare Template Document" section in this article.

5. Click "Save".

Step 7: Setting Up an Action to Generate an Access Token in GMO Sign

1. Click on "Integrate with App: Generate Access Token" in Flowbot.

2. Select the linked account and action.
　Change the title if necessary and click "Next".

3. Set up the API connection.
　Enter the secret key and customer ID.

4. If the test is successful, click "Save".

Step 8: Setting Up an Action to Register a Document for Envelope in GMO Sign

1. Click on "Integrate with App: Register Document for Envelope" in Flowbot.

2. Select the linked account and action.
　Change the title if necessary and click "Next".

3. Set up the API connection.
　Enter or select each item.
　・Access Token: Refer to the output of the token generated in Step 7.
　・File Attachment Method: Select the output of the document issued in Step 6.

　*The image below is an example of access token output reference.

4. If the test is successful, click "Save".

Step 9: Setting Up an Action to Request Signature on Envelope in GMO Sign

1. Click on "Integrate with App: Request Signature on Envelope" in Flowbot.

2. Select the linked account and action.
　Change the title if necessary and click "Next".

3. Set up the API connection.
　Utilize the output information obtained so far to enter each item.
　*The image below shows a part of the items, and the input content is an example.

4. If the test is successful, click "Save".

Finally, switch the trigger of the saved flow to "ON" to activate it.

This completes the flow of "Sending a Contract via GMO Sign When a Salesforce Deal Reaches a Specified Phase".

Other Automation Examples Using Salesforce and GMO Sign

There are many other examples of automation using Salesforce and GMO Sign in Yoom, so here are a few introductions.

1. This is a flow that notifies Google Chat when the Salesforce opportunity phase reaches a specified phase. By integrating Salesforce with chat tools, you can automatically share progress and detailed information about opportunities. Additionally, when combined with a flow that automatically creates and sends contracts, information related to contracts can also be included in the notification content.

2. This is a flow where you select the target record from the Salesforce Opportunity object and send an SMS using SMSLINK. Since SMS can be sent from the Salesforce screen, you can immediately follow up with a thank-you message and register information right after the opportunity.

3. This is a flow for storing files in Google Drive when document signing is completed with GMO Sign. By automating the storage of signed documents, you can prevent human errors such as incorrect storage locations or forgetting to save. Automating everything from document creation to post-signing storage can improve the overall efficiency of contract management.

Summary

The integration of Salesforce and GMO Sign enables faster contract procedures, reduces errors, and ensures consistency. To avoid missing business opportunities and enhance customer satisfaction, please try the integration methods introduced in this article. With Yoom, setting up the integration is easy. To streamline sales activities and contract management, we recommend automating peripheral tasks.