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How to: Use Document Generation with Adobe Sign actions within Nintex Workflow for Office 365.

Blog Post created by sandy_s on Dec 14, 2017

You can download the Nintex Form, Workflow and List template here.   

Introduction  

Why Document Generation?

Consider this scenario where departments wants to create a Human Resources NDA for external vendor, Sales department requires sales quotes, Management requires report etc in various Office formats such as Word, Excel, PowerPoint etc.

 

 

These processes are extremely manual and tedious as follows:

  • Ad-Hoc documents
  • Take too long to create
  • Opportunity for errors
  • And most importantly, no integration with other systems.

 

 Therefore, hampers the productivity of an organization. 

What is Document Generation (DocGen)?        

Nintex Workflow helps to generate documents by connecting relevant department, leverage your business process and content in your digital workplace. You also have opportunity to integrate other systems such as Office 365, Box, Salesforce and you can also utilize Adobe Sign or DocuSign for electronic signatures.

 

 

With DocGen you can connect to ANY DATA and not just Office 365 but you can get from Microsoft Dynamics, SQL Data. ANY DOCUMENT (Office Documents) and it could be NDA, Contract, Supplier Information etc.  ANY DELIVERY which could any platform such as Dropbox, Box, Microsoft Dynamics, Adobe sign.

 

 

 

Below are some samples for Generating documents across teams and functions.

 

 

 

Document Generation Benefits

 

  • Productivity - Automate the generation of standardized documents.
  • Configurability – Assemble documents using data from business application, all inside Office 365
  • Accuracy – Ensures consistency and accuracy in business-critical documents.         

 


Prerequisites

 



Step by Step

 

  • Create and configure the custom list

    You create a custom list named Supplier Contract Form.





  • Nintex Form

    Make a simple Responsive Nintex Form 





  • Nintex Workflow  

    Part 1: Section Document Generation Action
     
    For Document Generation, you a couple of Workflow variables. These Nintex Workflow variables will be used in our WORD document dynamically. You need to fill all the variables that you used in your Nintex Form as shown. 


    Drag and drop Set Workflow Variable action and configure as shown:





    You need to get ALL the Nintex Form into Workflow variables.

    Drag and drop Document Generation action and configure as shown:







    In the Document templates section, click on the Add document template.

    a)
    You need locate a SharePoint Document Library in the Template document library section. In this example, you can create a sample document library called “ContractTemplates”.

    b) Upload any WORD document in this document library. You can name it ContractTemplates.docx. This is an ordinary word document.

    c)
    Click on the Insert button.

    d)
    Once you have chosen the template, click on “Tag Document



    e) A word document will open as shown below. It has to be noted that all Workflow variables are referenced here within the Nintex Document Tagger which makes the magic. You can drag drop Supplier Name from the Nintex document tagger and drop to Word document. You can do the same for other workflow variables. Once you are down, you can close off the word document. 
       
       

    Part 2: Section E-signatures with Adobe Sign

    Drag and drop Adobe Sign action and configure as shown:






    a) Initiator MUST have an Adobe account, otherwise your workflow be suspended.

    b) You can configure when the agreement will be expired. In this example, we set to 2 days.   




    c) In the SharePoint relative URL, you need to supply the relative path of document library. Please note that you have to use PDF extension. Otherwise you will get File not found error. 



    Remaining part of workflow is straightforward.




  • Walk through the solution 


    Assume, your organization (Contoso INC) wants to send the Supplier agreement to a service provider/vendor who does not have Office 365 account. Let name the service provider InfoSys India and the person how in charge for this contract is John Smith who has Gmail Account. He does NOT require Adobe Sign account either.   

    You fill the form and Submit




    After few seconds, the workflow status show “Generating Supplier Agreement”



    In few seconds, a PDF document (Powered by Nintex Document Generation) will be generated



    and you can see the all the agreement details for the Supplier agreement as shown:



    Now, something you have to take note. Adobe requires Nintex to authorize this “Supplier Account” document as shown:


    You as Contoso admin have to click on the “Authorize 'Supplier Agreement' Nintex workflow to use your Adobe Sign account

    You as Contoso Admin needs to login:

    Nintex workflow will subsequently use your Adobe account for subsequent workflows.  



    Now, let’s switch and check how John Smith will receive this Supplier Agreement document in his email. He will receive a “Supplier Agreement – InfoSys Indialink to review the document.

    Also note that you have 2 days expiry. Therefore, the document will be active only till 15 Dec 2017. 

      




    He reads the Supplier document and at the end he has option put his digital Signature as shown:



    Later he signs digitally with many options such as by Typing, Drawing, image or Mobile. 



    John decided to Draw his signature and click on Apply button.



    At the end, he signs with date and time:



    Next, screen asks if John wants to sign for free trial. He can just download the agreement.







    Contoso INC will receive an email with digitized copy in PDF format with John’s digital signature.

    You can download the Nintex Form, Workflow and List template here

    I hope it will help the community.

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