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
The bot automatically transfers information from documents to existing Salesforce records, eliminating manual data entry and improving workflow efficiency.
Use case example:A customer updates an order form in Wor. The bot finds the matching Opportunity in Salesforce using the Opportunity ID and updates the total value, including discounts, without creating a new record.
How to set up
When the bot runs by default
The bot activates once the documents are completed by recipients specified in the step after which this bot has been added.
To add the bot to your workflow:
click the plus icon
select Bot from the list
search for the bot and install it to your workflow
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.
Select Add new connection to connect a new account via the Production environment, Sandbox environment, or the custom URL.
Action settings
Select a base object in Salesforce where you want the data from the completed document to go.
If necessary, choose related objects in Salesforce that are connected to the main object. These are additional records that will be updated using data from the document.
Connect Salesforce record fields to document fields from which the data for updating record fields will be pulled.
In the Select starting record section, select the record information source:
By selecting Start from Salesforce, data will be updated in the Salesforce record where you started your workflow. The bot will use the Salesforce record ID to identify the starting record.
Tip: For example, select this option if you’ve selected Opportunity Product as a base record and you intend to run your workflow from the Opportunity Product 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. Once selected, set the lookup for the bot to find the starting record.
Tip: For example, select this option if you select Opportunity Product as a base record, but you intend to create your documents from the Opportunity record. This option is also suitable if you want to run your workflow directly in account or share your workflow by a smart or public link.
By selecting Both, the bot will first try to find the starting Salesforce record using the record ID from the workflow. When the workflow runs from Salesforce, the record ID will be there. If the record ID is not there, the bot will use the lookup to find the starting record.
Tip: For example, selecting Opportunity Product as the base object will allow for locating the Salesforce record you need whether you run your workflows from an Opportunity record and other Salesforce records, run your workflow directly in account, or share the workflow via the public link.
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.