E-Signature Implementation - Project Details / Task List
Tag: e-signature
Total Hours: 20h
Structure: Single Milestone (<=50h)
Milestone: E-Signature Implementation
Description: A technical implementation project that deploys and integrates an e-signature platform with the CRM to enable digital contract signing, automate document workflows, and sync signed documents back to deal/opportunity records.
Task List: (E-Signature Implementation) 1. Assessment, Configuration & Integration
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Audit Current Contract Signing Process | 2h | Document how contracts are currently being signed and identify pain points in the existing workflow. End state: Clear understanding of current state with gap analysis showing inefficiencies. • Interview 2-3 sales reps and 1 sales manager on current contract signing workflow • Map the existing process: document creation → delivery → signing → storage → CRM update • Identify bottlenecks (e.g., manual PDF emailing, no signature tracking, delayed CRM updates) • Document which contract types are signed (MSAs, SOWs, Order Forms, NDAs) • Quantify current signing turnaround time (average days from send to signature) • Note compliance requirements (industry regulations, data residency, audit trail needs) |
| 2. Evaluate and Select E-Signature Platform | 2h | Compare e-signature vendors against client requirements and CRM compatibility. End state: Platform selected with stakeholder buy-in and procurement initiated. • Document client's CRM (Salesforce or HubSpot) and existing tech stack integrations • Evaluate options: DocuSign, PandaDoc, Adobe Sign, HelloSign, GetAccept based on: Native CRM integration availability and depth, Pricing model (per envelope vs. unlimited), Compliance certifications (SOC 2, HIPAA, eIDAS, ESIGN), Template and workflow capabilities • Conduct brief proof-of-concept with top 1-2 candidates if needed • Present recommendation to stakeholders with cost/benefit analysis • Get budget approval and initiate vendor procurement |
| 3. Set Up E-Signature Account and CRM Connection | 2.5h | Create the e-signature platform account and establish the native integration with the CRM. End state: E-signature tool connected to CRM with API permissions configured. • Create e-signature platform account with admin credentials • Install native integration package (e.g., DocuSign for Salesforce, PandaDoc HubSpot integration) • Configure OAuth connection between e-signature tool and CRM • Grant required API permissions (read/write to Opportunities, Accounts, Contacts) • Set up SSO if required by client security policy • Verify connection status in both platforms • Document admin credentials and access for client handoff |
| 4. Configure Document Templates and Signing Fields | 3h | Build reusable contract templates with signature fields mapped to CRM data. End state: Primary contract templates configured with merge fields pulling from CRM records. • Identify top 3-5 contract templates needed (Order Form, MSA, NDA, SOW) • Upload base document templates to e-signature platform • Configure merge fields to pull CRM data (company name, contact name, deal value, dates) • Add signature fields, initial fields, and date fields in correct positions • Set signing order for multi-party signatures (e.g., customer first, then internal approver) • Test template with sample CRM record to verify field mapping • Create template naming convention for easy rep access |
| 5. Configure Workflow Automation and Notifications | 2.5h | Set up automated workflows for signature requests and status updates. End state: Automated triggers for sending, reminders, and CRM field updates upon completion. • Configure signature request triggers (manual button vs. automated from stage change) • Set up automatic reminder emails for unsigned documents (e.g., 3 days, 7 days) • Configure expiration policies for unsigned documents • Set up CRM field updates on signature events (Sent, Viewed, Signed, Declined) • Configure automatic attachment of signed document to CRM record (Opportunity/Account) • Set up notifications to rep and manager upon signature completion • Test full workflow end-to-end with sample document |
Task List: (E-Signature Implementation) 2. Testing, Rollout & Enablement
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 6. Conduct End-to-End Integration Testing | 2h | Test the complete signing workflow from CRM to signature to document storage. End state: All integration points validated with issues documented and resolved. • Create test opportunity in CRM sandbox/test environment • Send test contract from CRM using configured template • Complete signing as external signer to verify signer experience • Verify signed document automatically attaches to CRM record • Confirm CRM fields update correctly (status, signed date, document link) • Test edge cases: declined signature, expired document, multiple signers • Document any bugs or issues and resolve before pilot |
| 7. Run Pilot with Select Users | 2h | Deploy to 3-5 pilot users to validate in production environment. End state: Pilot group successfully using system with feedback collected for refinement. • Select 3-5 sales reps for pilot group (mix of tech-savvy and average users) • Provide brief training on new signing workflow (15-20 min walkthrough) • Monitor pilot usage for 1-2 weeks • Collect feedback on user experience, template quality, and workflow issues • Address any issues or refinements needed based on pilot feedback • Confirm pilot users can independently send and track contracts |
| 8. Conduct Sales Team Training | 2h | Train the full sales team on the new e-signature workflow and best practices. End state: Team trained with materials available for reference. • Schedule training session (30-45 minutes for full team) • Cover: how to send contracts from CRM, track signature status, handle declines/expirations • Demonstrate template selection and field verification before sending • Share best practices for follow-up on pending signatures • Create quick-reference guide (1-pager) for reps • Record training session for future onboarding • Address questions and common concerns |
| 9. Hand Off to Client and Document System | 2h | Transfer ownership and provide documentation for ongoing administration. End state: Client team self-sufficient with admin access and troubleshooting guides. • Transfer admin credentials to client RevOps/Sales Ops team • Deliver documentation package: Template configuration guide, Workflow settings and automation rules, Troubleshooting FAQ (common issues and fixes), Process for adding new templates • Walk through admin console with client admin • Schedule 30-day check-in to review adoption and address issues • Close out project with summary of what was implemented |
Summary
- Total Task Lists: 2 (consolidated from 4 Parts)
- Total Tasks: 9 (one per Step)
- Total Hours: 20h
- Generated from: playbook_e-signature-implementation.md
- Generated on: 2025-12-31