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
Populate dropdowns in PDF, DOCX, and HTML documents with Salesforce records data in seconds. The process is the same regardless of the document type. You can also use data from multiple related records as well as data from standard and custom Salesforce objects.
Example: you may need to send a form to a potential customer and you need them to provide their personal information including the organization industry. Use this bot to populate dropdown options with the list of industries from Salesforce.
How to set up
When the bot runs by default:
The Pre-fill from Salesforce records bot activates when a document is created or opened by a recipient. To add the bot, switch to the Bots tab directly in the step settings. Then, select Add bot to step.
Search for the Pre-fill dropdowns from 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 and connect a Salesforce account. You can also connect a new account (via the Production environment, Sandbox environment, or the custom URL).
Once connected, select Continue.
Action settings:
In the Select and map data section, enter the SOQL query to set parameters for Salesforce data to be selected and used to populate the dropdown options.
There are two cases that the bot can cover:
pre-filling document dropdowns from the picklist fields in Salesforce
pre-filling document dropdowns with the values from Salesforce fields across several records that match some criteria (e.g. pre-fill all Last names of employees where manager equals to 'James')
It is possible to set up several queries if you need to pre-filling several dropdowns.
Tip: Here you will find the Query constructor that will help you to build the correct SOQL query.
Map Salesforce fields to document dropdowns. Field mapping means the matching of Salesforce fields where we take values for pre-filling dropdowns and corresponding document dropdowns where these values are populated.
Note: If there are any default values in the document dropdowns, they will be overlayed with the values you need to pre-fill them with once the bot works.
Click 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 a recipient opens the document for filling it out).
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.