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 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: when finalizing a sales deal, you may need to create a quote. Use this bot to populate a quote with a customer’s info (name, billing address, etc.) and purchase details from Opportunity records in 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. You can add the bot directly in the step settings by switching to the Bots tab. Then, select Add bot to step.
Search for the Pre-fill from Salesforce records 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:
Select a base object in Salesforce where you’d like to connect your workflow. A base object is where the data for pre-filling the document’s fields is taken.
Select related Salesforce objects if needed. A related object is a child or parent object of a base object from which some additional data for pre-filling the document is taken.
Select a mode for pre-filling the document:
- selecting Single line allows for pre-filling single line fields
- selecting Table allows for populating table rows or arrays of data
Map Salesforce record fields to document fields. Field mapping means the matching of Salesforce record fields and corresponding document fields.
Once done, select Continue.
In the Select starting record section, select the record information source:
By selecting Start from Salesforce, documents will be pre-filled with data from the Salesforce record where you started your workflow. The Pre-fill from Salesforce records bot will use the Salesforce record ID to identify the starting record.
For example, select this option if you’ve selected Contact as a base record and you intend to run your workflow from the Contact record as well.
By selecting Find a record, you can set up criteria for finding a starting record in Salesforce. Select this option for running workflows outside Salesforce or when running workflows from Salesforce using different starting records.
For example, select this option if you select Contact as a base record, but you intend to run your workflow from the Account record. This option is also suitable if you want to run your workflow directly in the account or share your workflow by a smart or public link.
Once selected, set the lookup for the bot to find the starting record.
By selecting Both, the Pre-fill bot will first try to find 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 Pre-fill 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 a Contact record and other Salesforce records, run your workflow directly in account, or share the workflow via the public link.
Once finished, click Apply to save your settings.
Conditions
Define conditions for the bot to activate exactly as you need. When not defined, the bot will activate according to the default triggers (for example, opening the documents for recipients to fill out).
Tip: When selecting the Find a record option as a Salesforce record information source, be sure to set up conditions for the lookup field to not be 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 revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.