This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
Automatically send documents to Salesforce contacts using their email or phone number stored in Salesforce records. No need to send documents manually as the bot does that for you.
Example: You need to validate a client’s data to ensure it’s up to date. You do this by sending a pre-filled form to your client and storing their email address in the Salesforce record.
Note: You’ll need to set up the bot in the step settings for each step separately.
How to set up
When the bot runs by default:
The bot runs when:
the creator initiates a workflow (if the bot is set up for the first step in the workflow)
the previous step completes the documents (for cases when there are several steps in a workflow)
Proceed to the step (Recipient 1 in the example) and click the three dots. Then, select Configure. Alternatively, click the gear icon next to the step.
In the Documents and forms section, you’ll see the list of fields that will be available for filling by the recipient. You can reassign the fields for the selected step if needed by clicking the corresponding button.
Best practices: Be sure to leave the Revoke access checkbox selected. If your workflow includes multiple steps, this will allow for multiple jumps between steps.
Connection settings:
In the Recipient section, switch the toggle to Integration contact. The Salesforce integration is selected by default. Then, connect your Salesforce account.
Next, select a Salesforce account. You can also create and connect a new account (by clicking Add new connection).
Action settings:
Select a base object in Salesforce where you’d like to connect your workflow. A base object is where the data for finding the contact you need is taken.
Select any related Salesforce objects if needed. A related entity is a child or parent object of a base object from which some additional data for finding the contact you need is taken. For example, select Contact as the base entity and Account as a related entity.
Select a field that contains the email or phone number of the recipient you want to send the document to.
Configure a message that will be sent to the contact’s email or phone along with a request to fill out your documents.
If you start your workflow from a different record where the contact is stored or outside Salesforce, proceed to configure the record information source.
Tip: If you start your workflow from the Salesforce record where the contact is stored, you don't need to set up criteria for searching a record. This is because the record ID is already in the system and will be used by the bot.
To do so, select Find a record. Then, configure the lookup by matching the Salesforce object field and the corresponding value for finding the contact’s record.
For example, we have selected two objects (Contact as the base object and Account as the related object). It is possible to set up several criteria for finding the contact record we need.
Best practice: When selecting the Find a record option as a Salesforce record information source, be sure to set conditions so that the lookup field is not empty.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
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.