This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
General
Automatically upload completed documents to Salesforce records as attachments or files.
Example: After closing a sales deal, you may need to attach a contract and other documents to a customer’s account.
How to set up
How the bot works by default:
The Export to Salesforce bot activates once the documents are completed by recipients specified in the step that this bot has been added to. To add the bot to your workflow, click the plus icon.
Then, select Bot from the list.
Search for the Export to Salesforce bot. Then, install the bot to your workflow by clicking the corresponding button.
Connection settings:
To connect the bot to your Salesforce organization, select Connect in the Connection settings section.
Then, select the Salesforce account you need to connect. You can also select a new account to connect (via the Production environment, Sandbox environment, or the custom URL).
Note: The exported documents will be owned by the connected user account in the bot by default and will be only available for this user in Salesforce.
Salesforce Administrators can make additional settings that will allow documents to be exported and owned by the users who start the workflows from Salesforce.
Once connected, select Continue.
Action settings:
In the Select destination and documents section, select a base object. A base object is where the completed documents will be attached.
Select the file that you want to attach to the Salesforce record. Then, select the destination for your documents to be uploaded.
Select what to do with the documents if they already exist in a Salesforce record (Create new is selected by default).
Once finished, select Continue to proceed.
In the Select starting record section, select the record information source:
By selecting Start from Salesforce, documents will be attached to the Salesforce record where you started your workflow. The Export to Salesforce bot will use the Salesforce record ID to identify the starting record.
For example, select this option if you’ve selected Contact as the base record and you intend to run your workflow from the Contact record as well.
By selecting Find a record, you can set up conditions for finding a starting record in Salesforce. Select this option to run workflows outside of Salesforce or when running workflows from Salesforce using different starting records.
For example, select this option if you selected Contact as the base record but intend to run your workflow from the Account record. This option is also suitable if you want to run your workflow directly in account or share your workflow via a smart or public link.
Once selected, set the lookup for the bot to find the starting record.
By selecting Both, the Export to Salesforce bot will first try to locate the starting Salesforce record using the record ID from the workflow. When the workflow is started from Salesforce, the record ID will be there. If the record ID is not there, the Export to Salesforce bot will use the lookup to find the starting record.
For example, selecting Contact as the base object will allow for locating the Salesforce record you need. Whether you run your workflows from the Contact record or other Salesforce records, run your workflow directly in account, or share the workflow via the public link.
Once finished, select Continue to proceed.
Conditions
Define conditions for the bot to activate exactly as you need. When not defined, the bot will activate according to the default triggers (when the documents are completed).
Best practice: When selecting the Find a record option as a Salesforce record information source, be sure to set up conditions so the lookup field is not empty.
Advanced settings:
In this section, you can set additional bot configurations:
determine how often the bot will run
decide what to do with a document if the bot fails
add tags to your workflow to easily locate it
Learn more on how to adjust Advanced settings in this article.
Tip: Salesforce Administrators can configure additional settings that allow users who start the workflows from Salesforce to be owners of exported documents.
To enable this functionality, it's required to configure the Set Audit Fields functionality in Salesforce. This ensures the accurate recording of the document's author in a Salesforce file's history as the system will pass the ID of the user who starts the workflow.
To do so, follow the steps below:
1. In Salesforce, go to Setup → User Interface. Then, in the Setup section, select the Enable "Set Audit Fields upon Record Creation" and "Update Records with Inactive Owners" User Permissions checkbox.
Once done, click Save.
2. Create a permission set that will allow for editing a standard user profile. To do so, go to Setup → Permission Sets → New.
Enter the name of this permission set (audit_fields in the current example). Once finished, click Save.
Once saved, proceed to the Apps section of the created permission set. Then, select App Permissions.
Select Edit. Then, in the Content section, enable the Query All Files option. This will allow a user account that is connected in the bot settings to access and edit documents that are exported by other users.
Next, proceed to the System section of the created permission set. Then, select System permissions.
Select Edit. Then, enable the following options:
Set Audit Fields upon Record Creation
Update Records with Inactive Owner
Once done, save your settings.
3. Now proceed to Setup → Users. Select the user connected in the Export to Salesforce bot settings by clicking their name. Scroll down to the Permission Set Assignments section and select Edit Assignment.
Move your permission set (audit_fileds in the current example) from Available Permission Sets to the Enabled Permission Sets.
Once done, click Save.
4. In Salesforce, navigate to airSlate WorkFlow Admin Tools → Teammates. Activate all users who are supposed to start the workflows with the Export to Salesforce bot. This allows them to use WorkFlow inside Salesforce without registering or logging in to WorkFlow.
That's it! Once a Salesforce user (not connected in the Export to Salesforce bot settings) starts the workflow with the Export to Salesforce bot from a Salesforce record, all exported documents will be owned by them and available for editing.