Foxit Connectors - Admin Guide #2

Access the Connectors Page: Log into your Foxit eSign account online and navigate to the Connectors section in the navigation sidebar. Note: only Super Admin users or above will have access to this tab.

Select Connector: Locate and select the Connector you wish to use from the list of available Connectors.

1: Connector Platform cards. Include the name, category and description for each Connector.

2: Connect/Disconnect button. Will show ‘Connect’ if you are allowed to form a new connection and ‘Connected’ if currently connected. Clicking the button while in ‘Connected’ state will open a disconnect dialogue.

3: Settings cog for quick access.

Note: one platform may appear more than once – for example, BambooHR has a Connector listed under the HRIS category, as well as a Connector under the ATS category. These are two separate connectors and require two separate Connector Credits.

Connect with (enable) a Connector:

If you have available Connector Credits, you will be able to Connect with the platform by clicking the 'Connect' button on the card, or via the Connector's detail page. If you do not have Connector Credits available, you will need to make a purchase to continue.

Authenticate: Click on 'Connect'. Each platform has unique connection requirements, so please follow the steps as instructed for that platform.

If prompted, choose your preferred method of authentication for the platform you are connecting to. Methods generally include a) credentials (username & password), b) API key or access token.

Review & Grant Permissions: Authorize the required permissions to establish the connection with the external platform.

Enable/Disable Fields (Optional): Foxit Connectors attempts to allow as much connectivity with external platforms as possible. Fields which may potentially contain sensitive information are marked as 'optional' during connection and can be enabled/disabled. It is the responsibility of the Admin configuring eSign Connectors to enable/disable these fields.

Choose Folder (File Storage Only): Choose the default folder in your external platform where all executed documents will be saved. This is a required step to complete the connection – choosing to skip or close this step will nullify the connection process. The default file location can be changed later in Settings.

Finalize the Connection: Complete the Connector setup by following any additional prompts specific to the chosen platform. Once completed, the Connector will show a 'disconnect' button and the Connector will be listed under the 'Connected' filter.

How do I Manage my active Connectors?

Manage active connections via the 'Connectors' section:

View List of all Connectors: All currently available Connectors will be displayed on the main 'Connectors' page. Use the categories in the sidebar to filter Connectors by type (ATS, HRIS, File Storage etc.)

View Active Connectors: Under the 'Connected' filter you will see all platforms with an active connection.

View Connector-specific details: Click on a specific Connector to see more detailed information including FAQs and use-cases.

1: Connector description.

2: Benefits at a glace.

3: Q&A.

4: Count of Connector Credits used & remaining.

5: Connect / Disconnect button.

6: Help & Support link to knowledge base articles.

7: Related and recommended Connectors.

Disconnect a Connector:

Select the Connector you wish to disconnect.
Click 'Disconnect' and confirm your action. Clicking the 'Connected' button on a card will also trigger a disconnect dialogue.
Once the disconnect process has been confirmed, one Connector Credit will be returned to your account for use connecting to another platform.

Note: All templates and envelopes using field mapping from the Connector will continue to exist but will no longer receive information.

If no reconnection takes place, all contacts, settings and preferences related to that specific Connector will be deleted after 30 days in accordance with our data retention policy.

Access Connector Settings: Within the eSign application, navigate to Settings > Connectors.

Alternatively, find the Connector you wish to modify in the list 'My Connectors' and click the cog icon.

Each Connector may have custom settings, including default behaviors, which can be modified on a per-Connector basis. Below are the available customization options within Connector categories

ATS

Show External Data in Preview: Control the visibility of external data in document previews.

Visible in Preview – Displays data as usual.
Masked for Privacy – Redacts external platform data in previews to protect sensitive information.

Sync Third Party Contacts and Groups: Sync all contacts and groups from the external platform to your eSign address book. This sync happens only once when the connection is first established.

Save Changes: Ensure all updates are saved by clicking the Save button.

HRIS

Show External Data in Preview: Control the visibility of external data in document previews.

Visible in Preview – Displays data as usual.
Masked for Privacy – Redacts external platform data in previews to protect sensitive information.

Sync Third Party Contacts and Groups: Sync all contacts and groups from the external platform to your eSign address book. This sync happens only once when the connection is first established.

Save Changes: Ensure all updates are saved by clicking the Save button.

File Storage

Custom Executed Location: Define a folder in the external storage platform where completed documents will be saved. Only one storage location can be set at a time.

File Storage Frequency: Determine how often executed files are stored in the Custom Executed Location.

On Execution – Syncs files once all document actions are completed. (Note: syncing may not be immediate.)
Do Not Sync – Files are not stored. Use this option for testing or generating preview documents.

Default File Storage: Select whether this Connector should be the default storage location for executed files. Only one Connector can be set as the default at a time.

How does data sync between eSign and my Connectors?

When a Connector is first established with an external platform, all contacts from that platform are automatically synced with Foxit eSign's Address Book.

Using Synced Contacts

When sending an envelope or template for signature:

Search for recipients – The sender can search the Address Book by name or email to find contacts from the external platform.
Auto-fill mapped fields – If template fields are mapped (see: How Do I Use Connectors with Templates?), data is dynamically pulled when sending the template for signature.

Resync Contacts

If you need to resync contacts and groups from an external platform:

Go to: Settings > Connectors
Locate the Connector you want to resync.
Under ‘Third-Party Contacts and Groups’, click ‘Sync’.

This will update the Address Book with the latest contacts from the external platform.

How do I use Connectors with templates? Field Mapping

Connectors feed data into eSign templates via field mapping. Field mapping ensures seamless data transfer between the external platform and templates within eSign, by using the recipient's email address as an ID to fetch relevant data from the connected external platform.

The associated data is automatically inserted into mapped fields when the template is sent for signature.

How to Access Field Mapping in a Template

Ensure Your Organization is Connected. Field mapping is only available when your organization is connected to one or more Connectors.
Place Text Fields in the Document. Before mapping, you must have at least one or more text fields placed in the document.
Access the ‘Map Fields’ Option. When editing a template, the ‘Map Fields’ option will appear in the left sidebar.
Once text fields are added, you can map them to corresponding data fields from the external platform.

How to Map Fields in a Template

Select a Connector: Choose the Connector platform you wish to map fields for. This mapping is applied to the current template/envelope only and will need to be reconfigured for each new template/envelope. Only one connector can be used per template. If you change the connector, you will need to redo the mapping for all parties.
Select Party: Choose which Party you would like to apply the field mapping to.
Map Fields: Fields are displayed in rows, with options for each field in columns.

Type	Description
Field Name	The name of the text field placed on the document within the template/envelope. To rename a field: Select it, open ‘Field Properties’ in the right sidebar, and update the name.
Object Name / Model Name	The high-level data category from the external platform. Examples: Employees, Candidates, Company
Map Attribute	The specific data field to map from the external platform. Examples: Employee ID, Employee First Name, Signature Date.

A full list of all mappable fields is available further in this article.

Note: only fields enabled for the organization are available to be mapped. If you are not seeing a field for use, please ensure it was not disabled during initial connection. If you’re still having issues, please reach out using the form below.

Save Field Mapping:

Click Save Mapping. This will save the mapping for use in the template/envelope, so that users in your organization can dynamically pull data from the external platform into the template.

Preview Field Mapping

Field mappings can be previewed before sending. Once a template has been saved, navigate to the “Send” screen, enter one or more recipients which exist in the external platform, and click “Preview” to view the data from the mapping.

Foxit Connectors - Admin Guide #2

Second part of the administrator guide for setting up and managing Foxit Connectors.

Quick Links

ATS

HRIS

File Storage

Resync Contacts