“Before this, we were doing the same thing over and over with every document. Now we can just pick the right template and move forward, which saves us a lot of time.”
Challenges
Repetitive Signature Field Placement
Users had to manually place signature fields whenever they uploaded a document. For documents that were used frequently, doing the same tagging again and again became unnecessary work and also created more chances for small human errors.
Time-Consuming Document Preparation
Many documents followed the same format, but the signing fields still had to be added manually each time. This made the overall signing process slower than it really needed to be, especially when users were handling several documents.
Too Many Template-Specific Buttons
A separate Salesforce button would have been needed for every Sign Made Easy template. As more templates were added, the Salesforce record page could quickly become crowded with buttons, and well, nobody really wants a page full of buttons.
Difficult Template Selection
Users would also need to figure out which button matched the document they wanted to send. When several templates had similar names or were updated regularly, finding the right one could become confusing and take extra time.
Template Maintenance Overhead
Adding a new template or replacing an existing one could require changes to the Salesforce page layout and additional button configuration. This meant even a simple template update could create more work for the team.
Limited Scalability
The one-button-per-template approach worked only to a point. As the number of templates increased, managing individual buttons became harder, making the setup less practical for a growing document library.
Solutions
Intelligent Template Matching
Sign Made Easy introduced a Template Matching feature that automatically compares an uploaded document with the available templates and identifies the appropriate match based on the matching score.
Automatic Signing Field Population
The matching template brings its configured recipient details, messages, and signing fields onto the uploaded document automatically. Therefore, users can move directly toward sending the document instead of spending time placing each field manually.
Centralized Template Selection
Sign Made Easy also identified that the SME button did not need to be duplicated for every available template. Instead, one reusable button could work with multiple templates through the matching and selection mechanism.
Simpler Salesforce Experience
Rather than filling the Salesforce record page with template-specific buttons, the new approach keeps template selection in one place. Users can select the required template without having to search through a long list of buttons.
Easier Template Maintenance
With a centralized approach, adding or replacing templates does not require the same amount of Salesforce page-layout work. The setup becomes easier to maintain as the document library continues to grow.
Conclusion
By introducing intelligent template matching, Sign Made Easy helped RiskPros Insurance move away from repetitive document tagging and a complicated button-based setup.
Users can now upload a document, have the right template identified, and get the required signing fields populated automatically, making the whole process much quicker.