Initial training

☝️ Org of pre-designed flows

Go to our sample flow org to get inspired. Find the use cases most used by our customers.

Click on Create

💡 Tip; The recordID variable is almost systematic for all screen flows. It is used to variabilize the recordID field, and to provide the flow with the context from which we launch the generation.

• From the toolbox, click on New Resource
• Choose the type: Variable and give an API name
• Select the Text data type, to store the id of the record to be generated.
• Check the box: Available for entry

From the process, click on the + and choose the item: screen

• Name the label and the API name

  💡 Tip; Rename the next button in the footer configuration to improve the user experience.

• Drag and drop the desired component: date, checkbox, informative text...

Validate

To update the data entered in the previous screen, you can add an update action. It will trigger a next action.

From the process, click on the + and choose the item: update records

• Name the label and the API name
• Check the box: specify conditions for identifying records
• Select the Salesforce object from which the field is to be updated (e.g. Quote)
• Filter conditions with the record Id = the previously created recordID variable
• Define the fields to be updated and their values. (Ex. ExpirationDate = Expiration Date and Status = Review)

Validate, save, name, and activate your flow.

Place the feed on your context.

• Access your main object from Salesforce (the object from which the action is triggered)
• Click on edit page
• Drag and drop the Flow component to the desired location
• Select the flow you want to call from the dropdown list
• Check the box: transmit the ID of the record in this variable

Action name: “Generate a document (Future)”

This flow action is similar to the Generate a Document action, the configuration is similar.

It is used to generate a single document asynchronously, this means that it will run in the background.

It includes the same parameters as the Generate a Document action, only the way it is executed is different.

Attention, Salesforce does not allow more than 50 future actions at the same time, so you have to be careful with trigger flows that use this action with a trigger that could be called more than 50 times at once.

Action name: “Generate multiple document (<50,000 records)”

Generate several documents at once from a list view.

• Give it an API label and name
• Retrieve records from the object in your context. (Ex. The generation of certifications (from contacts)
• Filter records with the following requirement:

  Field: Id
  Operator : in
  Value : ids

To fill in the value field, create a new resource:

• Resource type : Variable
• API name: ids

  💡 Attention case sensitive name

• Data type: Text
• Allow multiple values (collection)
• Available for entry

Validate

Add action on the page layout of your main object.

• From the configuration object manager, access the object from which you want to start the generations.
• Go to the Buttons, Links, and Actions tab
• Create a new button such as List button
• Name the label of your choice (e.g. generating certifications)
• Paste the feed URL into the link.

  💡 Tip You can find the URL of your feed in the feed details.

• From the layout tab of the list view button, add the new button and save.

Validate and test

Inserting dynamic variables into a document

Sometimes you need to display one or more dynamic values when generating a document.

In a Salesforce flow:

Start by creating a collection variable in your feed. This variable will store the data you want to show in your document.

Add an assignment action to assign the desired values to the collection variable. The order of the assignments will determine the order of the tags to be positioned in the document.

In the document generation action, activate the “Collection of Dynamic Values” parameter, then enter the collection variable used previously.

In your document template, position Gonexa tags to show dynamic values upon generation.

The tag to fill in is {! gnxdynamic|1}.

This tag shows the value of the first place in the collection variable.

Then replace the 1 with the number corresponding to the index of the value you want to display.

For example, {! gnxdynamic|4} will show the fourth value of the collection variable.

Action name: “Convert to PDF”

This flow action allows you to convert a document into a PDF, and also allows you to merge several documents into one.
‍
In a Salesforce flow:

• Content Version ID : Enter here the ID of the Content Version to be converted to PDF, or to which you want to add documents as appendices
  You can retrieve this value by obtaining a record in the stream.
  ‍

In case you want to merge several documents, create a collection variable to store appendices

• Annexes IDS : Enter here a collection variable in which you have stored the IDs of the documents to be added to the main document.
  Content Version IDs are expected here
  You can retrieve the documents via a screen or by using a registration form in the flow, for example.

💡 Tip 1 flow is available in our Flow Demo Org

Action name: “Create a dynamic filter”

The use of dynamic filters allows the user who generates his document to choose which filter to apply to a child object of the document model.

Generating with dynamic filters can only be done via a Salesforce flow.

In a Salesforce flow:

• Condition on query : Enter the condition for retrieving the records here. What is expected is what comes after the Where of a SOQL query
• Document template object Id : Enter here the ID of the child object of the document template concerned by the filter.
  You can retrieve this value by obtaining a record in the flow.

Create a collection variable in your feed. This variable will store the result of the dynamic filter.

Add an attribution action to assign the result of the dynamic filter to the collection variable.
To do this, you have to Add the result of the Create a dynamic filter action.

In the document generation action, activate the “Collection of Dynamic Filters” parameter, then enter the collection variable used previously.

💡 Tip 2 flows are available in our Flow Demo Org

Action name: “Send e-mail with attachment”

Sometimes you need to send an email with an attachment.

In a Salesforce flow:

Fill in the expected parameters:

• Contact ID : Enter the ID of the contact you want to send an email to. You can retrieve this value by obtaining a record in the stream.
• Email Template ID : Enter the ID of the email template you want to use for sending. You can retrieve this value by obtaining a record in the flow on the EmailTemplate object for example.

• Content Document ID : Activate this setting to add a document as an attachment. You can retrieve this value by obtaining a record in the stream.
• Related To ID : Enable this setting if you want to link the activity to a particular record in addition to linking it to the contact. Enter the ID of the required record, you can retrieve it with a record obtained in the flow

You can add other parameters to the action, such as adding a copy of a recipient, adding a custom shipping address, or displaying a sender name

💡 Tip 1 flow is available in our Flow Demo Org