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Create Complex Documents Easily in Salesforce

Automated document generation in Salesforce can become a time-consuming task template layouts get more complex: their graphics, text, support for different use cases and content management.

Overcoming these complexities is not difficult, though, if you have the right tools in place. In this article we explain, how Documill Dynamo Salesforce document generation app helps make things smooth. Read on and learn, how to create complex document templates quickly and easily in Salesforce.

 

Quicker template creation with MS-Office-like user experience

The standard edition of Documill Dynamo comes with an online editor that offers an MS-Word-like user experience – with the upside that it can be used with Windows and Mac (and even Linux) computers.

Figure 1. Documill Dynamo online template editor

 

An extensive set of formatting features is available to you when creating the template, whether it is about setting or blending font sizes and colors or defining line spacing, margins, text areas and so on.

The real benefit of automated document generation is, of course, that any data in Salesforce can be dynamically fetched to selected parts of the document so that it is up to date and correct. For this purpose, the online editor allows you to select any Salesforce field and add it as a dynamic field in the document, as shown below.

Figure 2. Drag and drop dynamic fields anywhere on the template

 

Flexible graphic design

As for visuals, they can be placed anywhere in the template: also in the background of the text or to decorate whole document pages.

The graphics can be directly inserted into the template or merged as dynamic elements that link to a database. While the former solution is fine for items such as company logos, which are rarely updated, the latter one works well for dynamic graphics like, say, personal sender signatures and product pictures, like those in the example below.

Figure 3. Documill Dynamo supports high-quality graphics

 

Many options for content creation and reuse

In terms of adding text to templates, Documill Dynamo offers a variety of options.

Quick solution: direct to template. You can simply write all the text you have directly on one template from beginning to end and add fields for Salesforce data. This can work well as a quick and dirty solution for creating any document. However, it is a truly feasible option only for producing simple, short documents because of limited possibilities for content reuse.

Versatility with clauses. You can also create parts of the document text as separate snippets, called Documill Dynamo Clauses, store them in Salesforce and link to them from the document you are creating. This way, you can create a library of short texts to be used in multiple documents. All at once, content updates become much easier to make: you change a detail in a snippet once, and any document that will feature it will have the updated content.

Effectiveness with Excel data source. In a custom edition of Documill Dynamo, Excel can be productively used as a database for dynamic content in a document. However, since Excel offers only limited text formatting options, you may have to settle for a more Spartan layout.

Flexibility with hybrid. While versatile, this option is also easy to put to good use, if you are a Windows user and choose a custom edition. You can simply use together all the methods above when making a template and treat each part of the document in the way that works best for you.

 

Different document variants for different use cases

Do you need three different variants of the same document, say, long, medium and short, for different uses? Here is what you can do with Documill Dynamo.

  • Create three different templates that use shared building blocks. Content updates remain easier, and Documill Dynamo allows you easily to set up a form that lets your users choose the right template each time with a click of a button.
  • Give users options to add attachments. If you want to give your users a little more choice, you can create parts of the document as separate HTML or pdf attachments. Using Documill Dynamo’s forms, you can allow your users select the appropriate ones for each customer and case (see the figure below).

Figure 4. Select attachments to a document with a few clicks

 

Take care of content management

Are there any key considerations when deciding between the options above? Here is one: be careful with database and source file management: the more you have sources, the more complexity you will encounter in maintaining them.

So better organize all files well right from the start and keep it that way. If possible, store everything simply in Salesforce and you can make the best use of its version control feature, which Documill Dynamo fully supports.

 

See Documill Dynamo in action

Would you like to see in practice how Documill Dynamo works? Just book a demo or download the application directly from the Salesforce AppExchange. Once you’ve downloaded the free trial, take a look at these ready-to-use Dynamo document templates to get started. It comes with sample templates that help you get kick-started to much smoother and more productive document processes.

By | May 19th, 2016|