The integration between Filevine and Vinesign can work both from within Vinesign and from within Filevine. From within Vinesign, documents can be associated with a Filevine project and contact. From within Filevine, users can create a Vinesign document using a .pdf document from the project.
Special merge codes can also be used for Filevine documents sent to Vinesign, in order to automate creation of Vinesign template fields.
To set up the integration, send a support request requesting a Vinesign/Filevine integration.
Filevine Within Vinesign
Vinesign can be integrated with Filevine so that documents created in Vinesign can be associated with projects and contacts within a Filevine project. To create Vinesign documents from a Filevine project, that project’s Org must first be integrated with Filevine.
When Vinesign has been integrated with an Org in Filevine, you will see an Associate with a Filevine Project field and an Associate with a Filevine Contact field in the Signers section whenever you send a document. These fields act as a search for any projects or contacts in your Org. Search and select the project or contact that you would like this document to be associated with.
When a document you’ve chosen to associate with a project is signed, that document will appear as a note in your Activity Feed with the hashtag “#vinesign” and with the signed document attached. This note will also include details like the sender, the signer or signers, and a link to the document.
Note: In Vinesign’s Settings tab, Admins can choose to create notes in Filevine when a document reaches other steps in the signature collection process. Learn more about managing these settings.
When you choose a contact using the Associate with a Filevine Contact field, the contact’s name, email address, and phone number will be pulled from the contact card information in Filevine into the fields below.
Vinesign will pull the top-most email and phone number from these lists that is filled out in the contact card:
Vinesign Within Filevine
Vinesign can be integrated with Filevine so that users can create a Vinesign document from within a Filevine project. To create Vinesign documents from a Filevine project, that project’s Org must first be integrated with Filevine.
Creating a Document
In the Docs section of the desired Filevine project, find the PDF, DOC, or DOCX file(s) you would like to use.
To send a single file, select the document and click on the document’s dropdown menu. For any documents in projects associated with Vinesign, you will see the option Vinesign. Select Vinesign from the dropdown to open a page in Vinesign. If you are not already logged into Vinesign, you will have the option to log in or sign up in the new page.
To send multiple files at once, multi-select the desired documents. Once multiple eligible documents are selected, the Vinesign icon appears in the Docs section along the top right. Click the icon to open the Create step in Vinesign, where you can reorder the files as desired.
Once in Vinesign, design the document as desired by adding, placing, and sizing fields. For more details on how to design documents, read Send Documents in Vinesign. When all desired fields are in place, click Next.
On the next page, fill out the fields. The document name will become the name of the signed document as it appears in your Docs section, so make sure to choose a name you can easily identify. The Associate with a Filevine Project field will fill automatically with the project you are in. When all fields are filled to your satisfaction, click Send.
Once a Vinesign document has been sent from Filevine, in the Docs section, any document sent via Vinesign will have a Vinesign icon next to it and will be marked with the hashtag “#vinesign-sent.” Once any Vinesign document has been signed, the document’s hashtag will change to “#vinesign-signed.”
Viewing the Signed Document
So long as the sent document is associated with a project in Filevine, the signed document will appear attached to a note in that project's activity feed.
Additionally, the signed document will appear in the Doc section of the project. The signed document will be named with the Vinesign document name you chose.
Create Vinesign Merge Codes
When special merge codes are included in a document and sent to Vinesign, they will automatically create fields in the Vinesign template. For example, if a document with a signature merge code is sent to Vinesign, a signature field will be created in the Vinesign template. Learn more about templates and fields in Vinesign.
These merge codes use straight brackets instead of the curly brackets used for other types of merge codes. Within the brackets, they include of “signer number” followed by “field type,” separated by underscores, as in the following picture:
|Part||Examples||What it Does|
|straight brackets||[[ ]]||Each merge code must be surrounded by two sets of straight brackets.|
|signer number||Signer1, Signer2…||Each merge code begins with a signer number. The signer number maps the field to a signer in Vinesign. Read more about managing signers.|
|field type||Signature, Initials, Custom_Text, Custom_Check, Date||The signer number is followed by the type of Vinesign field. There are five field types: signature, initials, textbox, checkbox, and date.|
|placement||T:10, T:-20, L:15, L:-10||Optionally, you can add a placement indicator to the merge code. “T:10” would move the field 10 pixels down from the top. “L:10” would move the field 10 pixels to the left. Placement can use positive or negative numbers.|