How can document management for Salesforce users be made cost-effective, robust and secure? What if we could automate document processes in Salesforce and AI could help us process these documents? From the creation of quotations and contracts — to the automation of responses to customer complaints, company evaluations and extended marketing plans. There is already software that can help us in these scenarios. But let’s start from the basics.
In the following blog article we will look at the benefits of document generation in Salesforce, we will look at different types of documents, what the features of a document generation solution are and how this software is implemented in Salesforce.
What is document generation in Salesforce?
A document generation in Salesforce automates the creation and sharing of documents customized with customer-specific information. Often, the production and distribution of these can be fully automated — in bulk, when necessary, which makes the process much smoother and faster.
Document generation in Salesforce is based on standardised templates. Fixed content is combined with dynamic fields, with automated data insertion from a system like Salesforce CRM.
There can be related automations, for example, adding of clauses (smart pre-defined content blocks) based on a rule. Manual editing can also be allowed for selected document sections.
The benefits of document generation in Salesforce
Document generation in Salesforce simplifies and speeds up the document creation process and makes it easier to manage and monitor it. It helps cut the time and money spent on producing a document, usually to a fraction of what is consumed in manual production. It also eliminates errors and increases security and compliance.
Document generation also allows standardising document production and distribution for guaranteed quality. With Documill, document production can be centralized for multiple markets, even globally. A single document template can support many languages and brands.
Types of documents
Indeed, any Salesforce document can be automated with the application, including an email to send it to the recipient. Documill is employed by a variety of companies across numerous industries, from financial to media to transportation. Here are some examples of use cases implemented for the manufacturing industry:
- Contracts and agreements
- Non-disclosure agreements (NDAs)
- Quotes and offers
- Requests for information, proposal or quotation (RFI, RFP, RFQ)
- Business reviews for huge delivery contracts
- Invoices
- Product catalogs
- Packing lists…
Mind you, it does not have to be limited to the Salesforce Sales Cloud. All Salesforce clouds are supported. Experience Cloud, Service Cloud and Marketing Cloud, for instance, are also ripe for many automations:
- Customer complaint responses (or case responses)
- Field service reports
- Inspection reports and certificates
- Advanced marketing plans…
… and so forth.
Key features of a document generation solution
But let us dive a little deeper into how document automation works. What can one expect from an application like Documill? Here are the key features.
- All in Salesforce: First of all, for the users – those who create the documents – all document generation activities take place in Salesforce. This includes also editing sections, where it is allowed. The document workflow, including generation, can be initiated by a click of a button or automatically triggered by an event like the submission of a form.
- Template Builder enables admins (or other Salesforce deployers) to create multilingual document and email templates with advanced logic. A no-code, drag-and-drop Salesforce data mapper enables an intuitive user experience.
The Template Builder and all templates can be accessed directly via Salesforce, so admins can effortlessly manage, update, and organize templates with ease. - API-initiated actions. With the Documill Application Programming Interface (API), it is possible to fully automate the generation of customized documents and the steps that follow. The workflow can be triggered through Salesforce Flow or other events.
- Batch capability. Likewise, the Documill API enables document generation in bulk. There is no limit to the quantity.
- Clause libraries offer the users access to pre-approved contract clauses and other content modules. Stored in Salesforce or Microsoft 365, they help speed up the negotiation and reduce risk via set policies.
- Built-in e-signing makes finalizing agreements a breeze, ensuring compliance with standards like eIDAS, GDPR, and FDA CFR 21:11. Both sequential and parallel signing processes are supported; so are external e-signing applications.
- Interactive forms: forms with questions can be built to gather information from external stakeholders, like customers or partners, beyond a Salesforce organization.
- Comprehensive format support: The users can send out documents in various formats like email, HTML, Word, Excel, PowerPoint and PDF, depending on company policies.
- Mobile responsiveness: The documents can have a responsive, interactive design, so they work with any device.
- Audit trails are available to keep a comprehensive record of all actions taken on a document. Full compliance and transparency are ensured.
- Reporting and insights are offered via Salesforce reports and dashboards.
Implementation tips for document generation in Salesforce
And what are the things to consider, when implementing document generation in Salesforce? Here are some of the most important ones.
- Keep up good data hygiene. First of all, a document generation solution is a great tool for maintaining Salesforce data quality. Without proper data in the Salesforce fields, the user cannot generate a proper document. Thus, it is paramount for the users to maintain high data quality in Salesforce.
- Liaise with all relevant stakeholders. Before starting the workflow and template planning, it is important to hear the wishes of everybody who will work with it. Understanding how end users create, access, and distribute documents in their daily workflows is instrumental.
- Ensure a great user experience. It will also make the rollout and adoption of the solution easier – and helps achieve maximal efficiency and time savings.
- Make a proof of concept (POC) – a preliminary demo of the use case — if you need to ensure beforehand that it will deliver.
- Build one use case at a time. When it gets down to implementing the solution, we recommend building one use case at a time. Once the first one has been properly tested and proven to work to the satisfaction of everyone, the experience gained in its creation helps in implementing the next one.
- Don’t be afraid to ask for help. Documill’s five-star customer support is renowned for prompt replies to queries, quick fixes and first-rate advice on what to do with the solution.
- Outsource, when feasible. Tasks like template development can also be given to d.velop or Documill as a reasonably charged service. d.velop knows their way around the Documill solution, whereas Documill’s own technical expert team has implemented over 500 projects, including POC projects for our prospective and current customers.
Documill and d.velop work tightly together
As a highly advanced document management system with workflows of its own, d.velop pairs with Documill without glitches. After the generation of documents, the files have to be stored in a GDPR-compliant, audit proof way. Also, they need to be accessible by all necessary user groups – even if these may be working in other applications like ERP systems.
The natively integrated components of d.velop will take care of it: generated files can be uploaded automatically by standardised Salesforce Flow-modules, and already stored files are shown in Salesforce. In addition, all additional document management features of d.velop are now accessible inside of Salesforce, which helps when working in business processes.
Together, the two solutions enable better control over document processes, systematic practices, as well as improving quality, security and compliance. And crucially, they help save a great deal of time, money, effort and frustration.