Connecting Spotio to a Signature Platform - SignNow

 

To connect Spotio to a signature capture platform, we recommend that you use SignNow as they also connect with Zapier.  SignNow’s application allows you to create a template that can be sent multiple times with just one setup.

Step 1:  Creating a SignNow Account

To get started, if you haven’t already, you will need to sign up for a SignNow account.  To sign up please visit www.signnow.com.  SignNow does give you the ability to do a 7-day free trial so we encourage you to sign up for the trial to test that this will work for you.  Pick the ‘business premium plan’ to trial as this will allow you to link it to Zapier.

Once you have created your new SignNow account you will receive an email requesting you verify the account.  Access your email and click the link inside the email to verify your account and after that, you are ready to get started.

  • Upload your agreement: You will need to have the actual agreement file that you need your customers to sign. When you are in your account you will see a blue upload document button at the top of your page.  When you click that you will be asked to find the file on your computer. 
  • Document Section: After the file has been uploaded, you will see it listed in your documents. There will be a “more” button to the far right of the line, when you click that and select make template. 
    • You need to make the document a template in order for the Zapier to send it out. You will be asked if you want to rename the file, if not just hit create template
  • Template Section: Now that you’re in the template section, you will need to edit the template by adding fields to the blank document. These fields are where you will push Spotio information into when the document goes to the customer.
    To open the template – just click the name
    • Signers: You have the option to send this to multiple signers. In the event that you need this to go to more than one signer you will need to hit “edit signers” on the left menu and create a signer 2.  Then when you proceed to place the fields you can determine which signer needs to be responsible for which field.  If it is just going to the home owner/customer to sign, then you are good with the default Signer 1.
    • Fields: You can place several types of fields:
      • Signature Field – This will ask for the signature
      • Text Field – This field allow you to populate text information (Name, email phone etc.)
      • Date/Time Field – this will capture the date and time that the person is signing the document
      • Initial Field – this will capture the initials of the signer
      • Checkbox – you can place this over an area that the signer needs to check to agree too
      • Radio Button Group – will give you the ability to place a radio button that will be filled when selected
      • Dropdown field – this will allow you to give them options from a dropdown list that they can choose from
    • For the most part you are going to want to use Text Field. To place the Text Field, you just have to click on the Text Field option on the left and drag it to where you want it to go on your document
      • Naming the Field: Once you have added all the Text fields, you will want to make sure that you rename them. To rename the Text field, just click on it and you will get a drop down. In the drop down you will see a label field where you can put a description in. **This is very important to do because when you get to step 3, you will have to match these fields to your Spotio fields and if they only say Text Field you won’t know what to match it too.
      • Selecting the Signer: When you are adjusting the label names you can also change the signer as well. If there are 2 signers for the document, you can switch between signer 1 & signer 2.
      • If you want, you can also adjust the size of the field by dragging it out to make it bigger or moving it in to make smaller
    • Once you have dropped each field where they need to go and labeled them and assigned the appropriate signer then you are done and can hit the blue DONE button in the upper right.

Once you have created your template and are happy with it you can proceed to Step 2 – Customizing Your Spotio Account.  Also if you want to watch us build out a SignNow template and walk you through all the steps above, please watch the video below.

 

Step 2: Set Up Your Spotio Account

To make sure that your Spotio account is set up to push all the information you need populated on your agreement may need to create some Custom fields.  Even if all the information you need pushed into your agreement is already being captured by Spotio’s default fields, you will need to make one custom field to trigger the zap. 

To double check that your account has all the information being created and to set up the trigger custom field you will need to log in to our web app at app.spotio.com.  Once logged in to the web app please go to the Settings option > Pin Settings and then go into Fields.

Once you’re inside the fields area you will want to compare your agreement to the default and custom fields that you already have.  Spotio already has fields built out for:

  • First Name
  • Last Name
  • Email
  • Phone
  • Address
  • City
  • State
  • Postal/Zip
  • Notes
  • Appointment
  • Assigned to
  • Created Date & Time
  • Updated Date & Time

To create the trigger field and any additional custom fields that you need to have your template for SignNow populated completely you will need to access our web app to build out the additional custom fields:

  • Log into web app (app.spotio.com)
    • Once logged in click the settings icon on the left side of the screen
    • Click the + next to Pin Settings
    • From the Pin Settings drop down select Fields to be taken into the Custom Fields page
  • How to trigger the zap: Since we are wanting our agreement to be triggered independently from the pin status we will need to create a custom check box field and use this as our trigger filter:
    • Under the custom fields you will need to hit the Add Custom Field button at the bottom of your existing custom fields.
      • From the drop down list on the left you will need to pick the field type – pick Checkbox
      • On the right you will need to enter the field name – Signature Required
    • Additional Custom Fields: Based off the template that we set up in SignNow during Step 1, We need to determine what fields Spotio already has or doesn’t have:
      • Spotio already has fields for:
        • First Name
        • Last Name
        • Address
        • City
        • State
        • Zip/Postal
        • Phone
        • Email
      • It is missing fields for the following:
        • Cell Phone -
          • If your users are going to be putting “-” or “()” or any other symbol in the cell phone number, you are going to want to use a text field type of this field when you create the new field
        • Onboarding Call –
          • Since this price may vary we are just going to type in how much they are going to pay for the onboarding call and we will have this also be a text field
        • Need a refresher on how to create custom fields: Click here

Once you have added each of the fields that will need to be populated on your SignNow template you are ready to move onto Step 3.

Step 3: Building your Spotio to SignNow Zap 

After you have created your template in SignNow and have set up your Spotio account with the appropriate custom fields you will need to go ahead and create the zap.  While working on this step you will need to make sure you are also logged into the Spotio Web App (app.spotio.com) and your SignNow account (https://www.signnow.com).

To get started log into your Zapier account and at the top of the page you will see a MAKE A ZAP button – click this to get started.

Zapier - MAKE A ZAP: Creating the Custom Zap

Step 1:

  • Choose A Trigger App: When you are inside the custom builder you are going to choose the Trigger App: Search for Spotio and search.
  • Select Spotio trigger: When Spotio appears you will see: New or Updated Pin. Just hit continue
  • Select Spotio Account: Next you will be asked to pick your account. If you have already synced your Spotio account previously for a different Zap, then you will just have to select the account listed.  If you haven’t already connected your Spotio account, click here to see our forum to see how to set up the account).
    • Once you have selected the account that you are wanting to go through select Save & Continue
  • Setup Pin Spotio or Updated Pin: We recommend that you leave both these options blank.  Since we created a custom field in Step 2, that is going to trigger the zap, if you select options on this page it will additional requirements for this zap to be triggered
    • Action: Created or Updated
      • If you only want this zap to be triggered by a new pin or when a pin is updated, you can select the right action from the drop down
      • If you leave it blank, then it will try to perform this zap regardless of if the pin is new or updated
    • Status: Pin Status
      • If you only want this to be triggered by a specific status pick the status name
      • If you leave it blank, then it will try to perform this zap regardless of the status of the pin

Once you have determined your actions hit continue

  • Test the zap
    • STOP – before you hit connect and continue you will need to switch to your Spotio account to create a test pin specifically for this zap
      • Inside Spotio; tap on the map to drop a test pin
        • Pick the status
        • Confirm the address
        • Fill in the information –
          • It is important to fill out the test pin completely so when we get to the matching stage you will have all the necessary information
            • If you added any additional custom fields in Step 2: Set Up Your Spotio Fields, please make sure that you add information into them for the test pin
          • In order for you to get a copy of the agreement when we complete this step you will want to add a personal email address that you can log into on the test pin in the email address field
            ** PLEASE NOTE ** do not put in the email address that you have created the sign now account under as this will cause the emails to be merged and so in order for it to be populated correctly use a different email address
        • Make sure that you also check the box for signature required
          STOP
      • Prior to saving the pin in Spotio you will need to go back to Zapier and hit the Connect & Continue button to start the test
      • Once the test has started then go back to Spotio and save the test pin
      • Go back to Zapier and confirm the pin has been pulled correctly then hit continue

Step 2:

  • Add Filter: Once you complete Step 1 it is going to take you directly into setting up the second app. Between the trigger app and the action app you will see a small +
    • Click the +: Select Filter from the options
    • Select Filter: Only continue if…  hit save + continue
    • Set up Filter by Zapier Only continue if…: this is where we are going to determine what will allow the zap to continue or not
      • First drop down box: Scroll down to find the custom field we created “Signature Required” and click it
      • Second drop down box: Scroll down to find: (Text) Exactly matches and click it
      • Third box: type yes
      • Hit continue when all the boxes are filled
    • Test Filter by Zapier: hit continue to test the filter; since we checked the box when we created our test pin you should get the green light saying this zap would have continued as it met the filter criterial
      • Once you’re done testing the filter, hit continue

Step 3

  • Choose an Action App: search for SignNow and select it from the drop down list
  • Select SignNow Action: The option you want to select is “Create Document from Template & Send Role-Based Invite” > hit continue
  • Select SignNow Account: Connect to your SignNow account; if you haven’t already connected an account hit the “connect a new account” button to log in with the email address and password you setup.  Hit grant access and then when your account is connected hit continue
  • Set up SignNow Document from Template & Send Role-Based Invite: now we will need to match the templated fields that we created in Step 1: Creating a SignNow Account to the Spotio fields we created in Step 2: Set Up Your Spotio Fields. 

    To add information from Spotio, hit the  icon and open 1 View or update pin and select the Spotio field from the list.
    • Template: You will need to select the template name from the drop down. If you have successfully completed step 1 you will see the template that you created during that step in the drop down.
    • Document Name – This is where you will need to customize the name of the document that is being created for each user. This name will be visible to the customer as well as that will be the name of the file you see in the back end of your sign now account
      • You can use Spotio fields to customize the name to make it something like “Spotio Rental Agreement First Name Last Name”
        • To insert fields, select the new or update pin and that will pull Spotio information into the title. If you use more than one field make sure you put a space between the fields
      • From: this is the email address that you registered your SignNow account with. You can just directly type in the email address into the field
      • CC: If you want to cc anyone on the email you can do that by typing in the email addresses you want cc’d.
      • Subject: This is going to be the subject of the email address that the customer will get. Again just like with the document name you can type in your own subject and include Spotio fields as well
      • Message: Type out the message you would like to send the customer when you send them the agreement via email.  This can be a generic message or you can customize it using the fields you have available in Spotio as well
      • Signer 1 | Email: This is going to be the email address of the person who will sign this first. This is the Spotio field “email”
      • Signer 1 | Signing Order: If you have more than one signer you will need to pick which order they first person will sign it in
      • NaNAddress: Pick Spotio field that matches. Spotio will split the address into two so you will need to pick the House Number and then hit the space bar then add the Street Field
      • NanCity: Select Spotio city
      • NaNFirst Name: select the Spotio first name
      • NaNLast Name: select the Spotio last name field
      • NaNOnboard Call: select the Spotio onboarding call fee
      • NaNPhone 1: Spotio Phone
      • NaNPhone 2: Spotio cell phone
      • NaNRep Name: Spotio Assigned too field
      • NaNSigned Date: Spotio Updated Date
      • NaNState: Spotio State
      • NaNZip Code: Spotio Zip Code

Hit continue to move on to test this

  • Test SignNow: Once you confirm all the information you are going and test this step – hit Create & Continue to start the test:
    • Access your email: in order to successfully you will need to make sure that you have access to your email (the one you entered on the test pin in Spotio)
      • Pull up your email and we are looking for the email with the subject we set up.
      • By clicking open document, it is going to show you the overview of the fields and you should see all the Spotio information populated inside the document.
        • Make sure everything looks right and test the document by filling in the required fields and signing it then hit done.
        • Once you have finished the signing portion you can go into the back end of your sign now account and confirm that everything looks alright.
      • If you are happy with the way it worked then go ahead and hit finish to name the zap and then turn the zap on so moving forward the zap will be triggered when the appropriate triggers take place

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