About the Client:
Our client is a US-based organization that organizes one of the largest annual trade shows in the consumer electronics industry. The show hosts presentations of new products and emerging technologies, attracting over 180,000 attendees from more than 150 countries, with more than 3,600 exhibitors participating. Managing contracts for such a large-scale event required a secure and efficient solution using Salesforce CRM.
Challenges:
-
Managing contracts for such a massive global trade show was not easy. With thousands of opportunities and exhibitors involved, the client faced three major hurdles:
-
Sending contracts with multiple documents and opportunities
Exhibitors often required more than one contract linked to different opportunities. Sending each contract separately was time-consuming and prone to mistakes, making it hard to manage at scale. -
Processing contracts with accurate details and merging documents
Each contract had to be customized with the right clauses and details. Merging multiple documents into a single, error-free contract was difficult and slowed down the overall process. -
Signing and managing contracts securely
With international exhibitors, contracts had to be signed digitally in a secure and compliant way. Tracking and managing signed agreements manually lacked transparency and created risks.
-
Our Solution
The standard DocuSign app inside Salesforce could not handle multiple documents and opportunities effectively. To resolve this, we developed a custom integration using Talend to streamline processes and enable reliable DocuSign Salesforce Integration.
-
In Salesforce CRM, users could select opportunities for which the contracts needed to be sent. They could also attach multiple documents.
-
Signer details and contract documents were saved in Salesforce and passed to DocuSign through Talend.
-
Talend, using the docx4j library, automatically populated merge fields such as account details, contact information, and product data. It then merged multiple documents into a single contract file.
-
After processing, the documents and signer details were sent to DocuSign, and the contract status was updated back into Salesforce.
The entire integration was designed as part of a robust Exhibitions and Trade Show CRM Solution, combining SOAP web services for Salesforce–Talend communication and REST APIs for Talend–DocuSign communication.
How Job Works ?
-
The Talend web service was hosted on AWS using the Talend ESB.
-
When contracts were initiated in Salesforce, the data was sent to Talend, where it processed and prepared the final document.
-
The prepared document, along with signer details, was forwarded to DocuSign.
-
Once signed, the contract status and document were updated in Salesforce, ensuring visibility and control across the lifecycle within Salesforce Event Management Solutions.
Email Monitoring:
In cases where document processing failed, the system automatically logged the error within Salesforce and instantly triggered an email alert to the concerned user. This proactive approach ensured that issues were identified and resolved quickly, minimizing delays and maintaining a smooth contract management process.
Architecture:
Business Benefits:
-
Enabled secure sending of contracts by integrating DocuSign with Salesforce, allowing multiple documents to be combined and sent for multiple opportunities in a streamlined and reliable way.
-
Delivered a customized Exhibitions and Trade Show CRM Solution within Salesforce to centralize contract creation, processing, and monitoring, ensuring all stakeholders had a single source of truth.
-
Improved communication flow with real-time contract status updates, giving teams and exhibitors better visibility into progress and reducing delays caused by manual follow-ups.
-
Simplified and automated workflows through Salesforce Event Management Solutions, minimizing manual intervention, reducing human errors, and speeding up contract turnaround time.
-
Provided a scalable and reliable contract management system, purpose-built for the exhibitions and events industry, ensuring it could handle high volumes of contracts securely while adapting to future growth.
