Complete Installation and Setup Guide

Install Formstack Documents from the Salesforce.com AppExchange

Head over to the AppExchange and search for Formstack Documents or go to https://appexchange.salesforce.com/listingDetail?listingId=a0N3000000B53bmEAB to get started.

Sign in as a System Administrator for the Salesforce Org that you’d like to install Formstack Documents for Salesforce.com.

Once you’re logged in, you will be presented with details on what will be installed into your Salesforce Organization.

After reviewing, click Get It Now.  You will be prompted to enter information about yourself.  Once you have filled out the required information, review the terms and conditions and select Confirm and Install:

 

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Salesforce needs permission to talk to WebMerge. Check the box for Yes, grant access to these third-party web sites and click Continue.

 

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Select a security level. Install for All Users is recommended if you want your users to be able to merge documents themselves. There are some areas of the Formstack Documents for Salesforce.com application that will only be accessible from System Administrators.

 

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Click Install and you’ll receive an email when Formstack Documents for Salesforce.com is installed in your organization.  To verify that the package is installed, navigate to Setup and click Apps > Packaging > Installed Packages

 

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Accessing Formstack Documents for Salesforce.com

You can access Formstack Documents for Salesforce at any time by clicking on the "waffle" icon in the top left corner of Salesforce and searching Formstack Documents:

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Formstack Documents for Salesforce gives you access to three new Tabs:

1.    Formstack Documents

2.    Formstack Mappings

3.    Formstack Settings

 

These Tabs are where you will be able to manage your WebMerge document mappings and settings.

 

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Formstack Settings

 

To give Salesforce access to your document templates, we need to setup an API Key and API Secret in Formstack Documents.

 

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Visit https://www.formstack.com/products/documents and either sign in or create a new account.

 

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Under your Profile, click on API Access.

 

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Click on Click here to create an API Key! to get started.

 

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Give your API Key a name. For this example, we’re going to call it Formstack Documents for Salesforce.

 

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Now you want to copy and paste the API Key and API Secret from Formstack Documents into Formstack Documents for Salesforce.com settings.

 

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 Click Login to WebMerge using your new API credentials.

 

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 If everything was entered correctly, you’ll be logged in.

 

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Managing Formstack Documents

Now that you are logged in to Formstack Documents, you can view the Formstack Documents and Formstack Mappings tabs.

 

Click on Formstack Documents and you’ll see that we have given you full access to your Formstack Documents account right within Salesforce. You can create new Documents or Data Routes here and they will be available to be used in the Formstack Mappings tab.

 

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Creating a Formstack Mapping

WebMerge for Salesforce allows you to create WebMerge document mappings using data from Salesforce.com records.

 

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Click New Mapping to get started on creating a new mapping.

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Fill out the details on the New Mapping screen:

·         Mapping Name: Give this mapping a name that will be descriptive to you and your users.

·         Description: Give users a description of what this mapping does or what use case it was created for.

·         Salesforce Object: Select a Salesforce.com standard object for which you’d like to merge the document with. WebMerge for Salesforce currently supports:

·         Select a Formstack Resource:  WebMerge allows you to create Documents or Data Routes. You can toggle between both types of resources here. Selecting Documents will give you access to a list of available, active Documents in WebMerge.

·         Select a Document (or Route): Select the specific Document or Data Route from Formstack Documents you’d like to create a mapping for.

 

Click Save and Next to continue on to Field Mapping.

 

 

 

Creating Field Mappings

 

Now that we have created a new Formstack Mapping, we are presented with a series of optional settings, as well as Formstack Fields from the document template that we can map to existing Salesforce fields on the Salesforce object that we selected on the previous screen.

 

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Select the Salesforce Field that you want to map to each Formstack Field. As you are doing this, you will have access to:

·         Fields from the selected Salesforce Object

·         Fields from parent records like Owner, Account, etc.

·         Child Relationships. See Working with Child Relationships for more information on using Child Relationships in your WebMerge documents.

 

 

 

 

Automatically Generating Documents

With WebMerge you can automatically have a WebMerge Mapping generate a document when specific criteria are met.

 

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Evaluate the following rule when a record is:

·         Created - this will evaluate the rule every single time a record is created. If the rule criteria are met, the document will be created.

·         Created, and every time it’s edited - this will evaluate the rule every single time a record is created and every single time the record is edited. If the rule criteria are met, the document will be created.

·         Created, and any time it’s edited to subsequently meet criteria – this option will evaluate the rule every time a record is created and every time the record is edited and did not previously meet the criteria.

 

Once you’ve selected the evaluation criteria, you can select up to four criteria that must be met in order for the document to be generated automatically. You have access to the fields on the Salesforce Object that you selected when creating the Formstack Mapping as well as fields from parent objects like Owner.Name or Account.Name.

 

 

 

Activating and Deactivating Formstack Mappings

As you build your Formstack Mapping, you can save it and return to it at any time as you gather requirements and design your document in Formstack Documents. If you are working with a new mapping, you can Save or Save & Activate. If you choose to Save, you will be able to activate the mapping later.

 

Activated Mappings

Once you activate a mapping, it will be available to your users through the WebMerge button on a record. If your mapping has been configured to automatically generate documents, those rules will now be active as well.

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Adding Formstack Documents Buttons to Salesforce Page Layouts

Not only do you have the option to set up criteria for generating documents automatically, but users can also generate documents on demand using the Formstack Documents' button on a Salesforce record. The objects currently supported by WebMerge are: Account, Case, Contact, Contract,  Lead, and Opportunity.

**If you are using a Custom Object or Non-Standard Object, please read this article

Load the object in Object Manager and select the Page Layouts option in the left pane.

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Click on the Mobile & Lightning Actions section and you will see a Merge Document button.

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Drag the Merge Document button into the Salesforce Mobile and Lightning Experience section of the Page Layout.

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Save the Page Layout and you will now see the Merge Document button on the detail record. Repeat this for each of the supported Salesforce objects.

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Showing Attachments on Salesforce Records

If you’ve recently started using Salesforce.com or have not used the Notes & Attachments feature of the platform, you might not immediately see the documents that are created by Formstack Documents.

 

To see all attachments on a record, ensure that the Notes & Attachments related list is added to each of your page layouts, navigate to the object in Object Manager and select Page Layout from the left pane

 

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Click on the Related Lists section and drag the Notes & Attachments Related List into the Page Layout if it is not already there.

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Save the Page Layout.

 

Creating a Document using the WebMerge Button

After you’ve placed the WebMerge buttons and set up a couple WebMerge Mappings, click the Merge Document button on a record. This will show you a list of available mappings for this object.

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Click Merge Now next to the mapping you’d like to use with this record.

NOTE: If you only have one field mapping created, Formstack Documents will automatically merge the document when clicking the Merge Document button on the record.

 

You will be returned back to your Salesforce record.  If the mapping you used to generate the document has the "Save Documents as Attachments" setting enabled, you should now see your newly generated attachment in the Notes & Attachments Related List.

 

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Advanced Feature: Working with Child Relationships

Salesforce supports master-detail relationships and we’ve given you the ability to use those relationships in Formstack Mappings.

 

To use Child Relationships, you will need to create a Smarty Template in your document that supports iterating over a list of data. To do so:

 

{foreach from=$notes item=note}
   {$note.Title}
   {$note.Body}
{/foreach}

 

In your Salesforce Formstack Mapping you will now have the ability to map a Salesforce field or relationship to notes and note. When working with child relationships, we’re going to ignore the note field in this situation because it is the iterator. Let’s instead look at notes and in the Salesforce Field section, find the relationship you want to map to the list. In this example, we will use Child Relationship: Notes. This will allow you to create a WebMerge generated document that iterates over all the child notes attached to a Salesforce record and output their Title and Body.

 

Add Support for Salesforce and Custom Objects

After you’ve logged into WebMerge, click the Formstack Settings tab.

 

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Here you can add or remove support for various Salesforce objects. We allow you to see a list of all the Salesforce objects that exist within Salesforce but keep in mind that you will only be able to add Merge Buttons and Triggers to certain objects. A good rule of thumb is to stick to standard objects like Quote, Contract, Event, or Task and custom objects.

Adding Merge Buttons for other Salesforce Objects

WebMerge for Salesforce works with a few standard Salesforce Objects out of the box. If you’d like to add more, you can do so.

  • Create a new Visualforce Page
    • Go to Setup > Develop > Pages
    • Click the New button
    • Set the standardController property on the page to be the object you’d like to add support for. Also, add the docType and optionally add your own title. In the following example, we are displaying the certificate name. Keep in mind that not every Salesforce object has a Name property.
      <apex:page standardController="Certificate__c" docType="html-5.0" title="Webmerge Certificate: {!Certificate__c.Name}">
          <webm:WebmergeWizard record="{!Certificate__c}" />
      </apex:page>
      
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  • Create a new button: Set the button type to Visualforce and select your new Visualforce page.
    • Go to Setup > Create > Objects
    • Click on the object you want to create the button for
    • Under the Buttons, Links, and Actions section, click New Button or Link
    • Give the button a name and choose the Content Source to be VisualForce Page, then choose the page you just created
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  • Add your new button to a Page Layout
    • Go to the Detail page for your object, and click the Edit Layout link
    • Choose Buttons from the left side and then drag your newly created button onto your layout, and save.

Adding Apex Triggers for other Salesforce Objects

You only need to take this step if you need plan on automatically generating documents when a record is inserted/updated. If you are just clicking the buttons, you don't need to worry about the triggers.

  • Create a new Apex Trigger: Select the Salesforce Object you’d like to trigger on and select After Insert and After Update only. Do not set any other values for this.
  • Add the Apex Trigger code: Add the following code snippet to your new Apex Trigger.
    trigger MyQuoteTrigger on Quote (after insert, after update) { new
        webm.WebmergeTriggerEvaluator(Trigger.new, Trigger.old).doTrigger(); 
    }
    
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