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Salesforce Document Workflows for CFOs/IT/Business Managers

Workflows help streamline critical business processes. When set up according to an organisation’s business rules, they can be partially or fully automated to ensure compliance with review and approval requirements. Customer on-boarding, quote and contract approvals and service report creation are all good examples of processes that can be simplified with a properly defined workflow.

An important part of a workflow is the design for how data is handled in different phases and how users interact with Salesforce data during the process. When setting up a workflow, it is important to ensure that the relevant documents move through the entire process seamlessly and that these can be attached and edited at any stage of the process. Here are three Salesforce integrated document workflow examples implemented using Documill Dynamo that offer a sure-fire way to simplify your business processes.

Customer on-boarding

Workflows can bring significant advantages for customer onboarding by automating all the materials your customers need to get up and running with your solution. Customer onboarding typically requires a lot of collaboration with the customer and providing all the necessary information. So when it comes to bringing your customers up to speed, workflows come super handy.

Imagine a scenario where someone has just subscribed to your online service and they now need to be guided thru the first steps to start using it. You could draft a welcome document package by hand, but with workflows controlling document automation, you can bulk generate a brochure with customer details and automatically display only the project information that is relevant to them. You can still make edits to the generated document if you wish, or you can automate the whole process so that it works in the background for multiple customers. Additionally, relevant Salesforce account will be updated automatically with the status of the document being sent out or a new follow-up task is created. This will help you to monitor your customer onboarding material provisioning and plan your follow-up activities.

Quote and contract approvals

Obtaining an internal approval for a price point on a quote or contract can cause headaches and take a long time without an automated document workflow. Having a direct impact on the bottom line, it is essential that these sales documents move through an organisation in a speedy manner.

An ideal scenario is where a quote is turned into a contract using an automated document workflow. An example of this is when a sales rep quotes a new solution and obtains an approval from the finance team for the discount level he or she is proposing.

With automated notifications, the finance team will be alerted to approve the quote within the required timeframe, ensuring it goes out in time. Once the quote has been approved, the legal department will be triggered to review the contract the same sales rep has prepared using the data from the quote. If legal believes that it is acceptable, it can be passed right onto the sales rep or they can make edits to the document before sending it back to the legal team. The sales rep then only needs to have one final look through the document and send it out for a customer approval. The customer can then approve the document online with an e-signature or reject it if any part still needs tweaking.

Service reports

Service reports are often complex documents consisting of multiple pages combining data from various Salesforce objects. The visual layout of the data can also pose a challenge and without an automated document workflow, it can become a laborious task to produce these reports, especially when they are required at regular intervals. An automated document workflow can bring data from different Salesforce objects in one report where a user can populate the report in a single click and send the report onwards with another click. Or, the user can add comments to the report before sending it on.

These workflows are just some of the examples you can do with a document automation app in Salesforce. If you’re looking to streamline your business processes, learn more about Documill Dynamo.

By | November 24th, 2016|