Send reminders using Acrobat Sign for Microsoft Dynamics 365 and Marketo

Last update: October 1, 2024

Topics:
Integrations

CREATED FOR:

Intermediate
Admin

Learn how to send an email reminder when an agreement remains unsigned after a period of time. This integration uses Acrobat Sign, Acrobat Sign for Microsoft Dynamics, Marketo, and the Marketo Microsoft Dynamics Sync.

Prerequisites

Install the Marketo Microsoft Dynamics Sync.

Information and the latest plugin for Microsoft Dynamics Sync is available here.
Install Acrobat Sign for Microsoft Dynamics.

Information about this plugin is available here.

Find the custom object

Once the Marketo Microsoft Dynamics Sync and Acrobat Sign for Dynamics configurations are complete, two new options appear in the Marketo Admin Terminal.

Admin

Click Dynamics Entities Sync.

Sync must be disabled before syncing custom entities. Click Sync Schema if this is your first time. Otherwise, click Refresh Schema.

Sync the custom object

On the right side, locate Lead, Contact, and Account-based custom objects.
- Enable Sync for the objects under Lead if you want to send a reminder when a Lead has not signed an agreement in Dynamics.
- Enable Sync for the objects under Contact if you want to send a reminder when a Contact has not signed an agreement in Dynamics.
- Enable Sync for the objects under Account if you want to send a reminder when an Account has not signed an agreement in Dynamics.
- Enable Sync for the agreement object under the desired Parent (Lead, Contact, or Account).
In the new window, select the properties you want under Agreement, then enable the boxes under Constraint and Trigger to expose them to your Marketing Activities.
Reactivate the sync after enabling sync on the custom objects.

Go back to the Admin Terminal, click Microsoft Dynamics, then click on Enable Sync.

Create the program and token

In the Marketing Activities section of Marketo, right-click on Marketing Activities on the left bar.

Select New Campaign Folder, and give it a name.
Right-click on the created folder, select New Program, and give it a name.

Leave everything else as default, then click Create.
Click on My Tokens, then drag Email Script over to the canvas.
Give it a name, then click on Click to Edit.
Expand Custom Objects on the right-hand side, then expand the Agreement object.

Find and drag Name, Agreement Status, Sent on, and Current Signer Url onto the canvas.

Write a Velocity script using these tokens to display the agreement URL of an agreement that goes unsigned for a week. Here is an example that compares the current date to Sent On:

#foreach($agreement in $adobe_agreementList)
    #if($agreement.adobe_esagreementstatus == "Out for Signature")
        #set($todayCalObj = $date.toCalendar($date.toDate("yyyy-MM-dd",$date.get('yyyy-MM-dd'))) )
        #set($dateSentCalObj = $date.toCalendar($date.toDate("yyyy-MM-dd",$agreement.adobe_datesent)) )
        #set($dateDiff = ($todayCalObj.getTimeInMillis() - $dateSentCalObj.getTimeInMillis()) / 86400000 )

        #if($dateDiff >= 7)
            #set($agreementName = $agreement.adobe_name)
            #set($agreementURL = $agreement.adobe_currentsignerurl.substring(8))
            #break
        #else
        #end
    #else
    #end
#end

#if(${agreementName})
    <a href="https://${agreementURL}">${agreementName}</a>
#else
    Please contact us.
#end

Click Save.

Create the reminder and add personalization

Examples of personalization include: the name of the signer, the name of the agreement, a link to the agreement, etc.

Right-click on the program you created and click New Local Asset, then select Email.
In the new tab, enter a Name and Description for the email and select a template from the template picker.
Click Create.
Set the From Name and From Address.
Click on the message body to activate the Editor.

Click on the Insert Token button, find the custom Agreement URL token you created, then click Insert. Finish customizing your email, and click Save.
Preview using a profile that has an agreement assigned to it.

You should see a link to the URL with the Agreement Name as the label.

Set up the Smart Campaign Filter

Right-click on the program you created, then click New Smart Campaign.
Give it a name of your choosing, then click Create.
Search for, then click and drag Has Agreement to the Smart List.

The fields you exposed to the trigger should be available in Add Constraint.
Select Agreement Status and any other fields you wish to filter by.

For each field added, define the values to filter by. In this case, it only triggers when the Agreement Status is Out for Signature and Sent On is in past before 1 week.

NOTE
Add a unique identifier to the constraints, like Name, if you want this campaign to only run for certain agreements.
Confirm the campaign audience and see who will qualify in the Schedule tab.

Set up the Smart Campaign Flow

Because the campaign filter Days Until Expires was used, you can use a scheduled recurrence for the campaign.

Click the Flow tab in the Smart Campaign.

Search for and drag the Send Email flow onto the canvas and select the reminder email you created in the previous section.
Click the Schedule tab in the Smart Campaign. Ensure that the campaign flow is limited to only run once per person in the Smart Campaign Settings. Then, click on the Schedule Recurrence tab.
Set the Schedule to Daily. Choose a start day and time and end date for the campaign if necessary.