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Scheduled Document Automation in Batches Using Salesforce Workflows

Creating and sharing documents in Salesforce with a document generation App such as Documill Dynamo is a good way to increase agent productivity and shorten the sales cycle. A less known feature is that a document generation App also allows full blown document automation, utilizing Salesforce workflow rules and queries. This automates the creation of the same document for different records on certain schedule with no end user action required.

Most popular use cases for full document automation

  • Automated billing process: In response to events, generate a payment or an invoice for a record automatically when certain criteria are met. Event triggers are usually based on the invoicing date or on when the invoice exceed a specific amount
  • Contract renewals: Using Salesforce workflow rules, generate follow-up documents, customer reminders according to contract validation dates or automate the whole contract renewal process for increased efficiency
  • Scheduled reports: Use the Salesforce workflow rules to run and deliver reports to targeted audiences
  • Letters & Thank you notes: Automatically generate acceptance letters, thank you notes in a defined period and bulk update Salesforce records after the generation process

There are two ways to automate the entire document creation and delivery process. You can either set it up to run automatically when an end user clicks the “create” button in Salesforce or by defining an event that triggers automatic document generation with no user interaction, or button clicks, needed.

Invoicing is a great example of where the entire process can be easily automated by adding different conditions either in the workflow or by using queries to filter the records. These can be based on the minimum invoice amount, for example. This means that on the invoicing date (or any other predefined date), Documill Dynamo will search for all the records which have the invoice amount over the set amount, say 100€, and then automatically run the template on those records. This does not require any action from the end user, not even a button click. The Salesforce records for the invoices that have been sent out are also updated automatically when automating the entire document creation process.

How to schedule and automate document creation in Salesforce using Documill Dynamo

Regardless of the use case, Documill Dynamo applies the same principle of using Salesforce workflow rules and Salesforce queries to schedule and automate document creation in batches.

There are 2 steps in the process to set up scheduled and automated document generation. Below we talk about invoicing but these steps are universal to all use cases. If you need help setting up your automated document generation process, contact us and our team will be happy to help.

  1. Create a PDF invoice template with Documill Dynamo as you could create a template normally. The video below shows the basic template creation process. Use Salesforce queries to filter and collect all the records which invoices will be sent out.
  2. Automate the process by setting up an Outbound Message API in Salesforce workflow rules and using the invoicing date as a trigger.

Using Salesforce Workflow rules and Outbound Message API

Outbound messages in Salesforce fall under workflow rules which monitor specific field changes and trigger automatic actions such as sending an email or creating a task record. In practice, this means that you can set up a workflow to manage the document generation process and automate it completely.

Documill Dynamo has an Outbound Message API to run document generation automatically in response to trigger events. By using this API, Salesforce users using Dynamo do not need to click any buttons nor go through any forms or screens at any point in the document creation process. The documents will be generated automatically based on the Salesforce workflow rules, sent to appropriate the contacts or saved in a pre-defined location according to the business logic set in the templates, thus fully automating the document process.

Using SOQL and Documill Dynamo to schedule and automate document generation

Use Salesforce query language to search your organization’s database for specific information for example to extract data in Salesforce fields dynamically based on various conditions or filters. Dynamo supports all Salesforce queries. In addition, the Documill Dynamo SOQL Editor makes it easy for a template designer to select Salesforce objects and fields when adding the query components, thus eliminating the amount of manual work and additional codes in the template design process.


Batch Dynamo Documill
Figure 1: SOQL Editor in Dynamo

Is batched and scheduled document automation something that you could benefit from? If the answer is yes, why not get a Documill Dynamo demo to learn more about document automation and scheduling documents in batches?

By | June 28th, 2016|