Initial training

The Gonexa Doc solution is Gonexa's historic solution for generating a document from a template in the format .docx. xlsx .pptx .pdf

Create a template

Set up your first template using an example using Word or Google Doc

We're going to go through 3 simple steps to achieve this:

Creating the basic configuration in Salesforce
Word document design
Upload the template to Salesforce to make it available to users

Prerequisites

BEFORE STARTING

Have done the complete installation of the package
Master the basics of Microsoft Word or Google Docs

Basic Setup in Salesforce

STEP #1

Basic creation of the new template

Click on the “Document Template” tab
Click on “New”
Choose the type of template: Main for a typical template, Associate for appendices, or Translation to translate a main template that has already been done
Give the template a name: It will appear to the user if several templates are available on the same Salesforce object
Choose the version management policy to help optimize Salesforce storage
Check the correct desired output formats while remaining consistent with the format of the future template
Other configuration items are optional, you can save

Selecting the main object

The main object is the starting point for generation, it is the basic context for creating a document.

Click on “Choose the main object”
Find the Salesforce object that you want to start building from
The tag label is automatically fed with the object's API name, but you can change it to make your document template easier to understand.
Define the prefix, we expect here a text that will be frozen for all generations and that will make up the first part of the file name
Choose a field on the main object for the suffix that will compose the 2nd part of the file name dynamically this time (Tip, you can create a formula field on the main object to have a more personalized file name)

Creating child objects

Child objects are items that are linked to the main object. These are the “lists associated” with your main object. For example, we will have the “Opportunity Products” linked to an opportunity.

Important, it is not mandatory to have a child object to allow a generation. Only the main object is mandatory.

Go to the “Objects” tab next to “Journals” to access the creation of child objects
Click on “New”
Choose the relevant Salesforce object
The label is fed by default, but you can change it for greater clarity in the template.
Finalize this part by clicking on “Create”

Design in Word

STEP #2

You can start from a document template that you already have or download a pre-designed template directly accessible via our page: Pre-designed templates

Create the static part of the document

Make sure to layout your document completely on the part that will not change at the time of generation
Simply provide tables in your word for everything that will concern “Child Objects” (ex: Opportunity Products)

Open the Assistant

In the template document, click on “Assistant” at the top right of the page
Allow the assistant to communicate with your Salesforce (to be done 1 time only)
Set the window that opened with the main object and the child objects to the correct size

Inserting tags from the Assistant

You will need to know what information you want to dynamically generate in your template.

Click on the object in the Assistant to display the available fields
Use the search bar to filter
Click on the desired field (this field is copied to your clipboard)
All that's left to do is paste to the desired location in your document
You can also click on the arrows to navigate between object relationships and search for information related to the main object (move up relationships)
Configure the formatting of the tag with the Word standard (size, color, alignment, bold...)

Save the word to your computer

Make sure to save your word template in a clean directory to find it easily
For users of the Google Workspace suite with Google Doc, save your template in the format Word (.docx)

Important : It is recommended to keep the weight of the file as small as possible to optimize the generation

Publish your template

STEP #3

Adding the template to the template document

Go back to configuring the document template in Salesforce
Click on “Add a template”
Select on your word template from the file explorer
Click on “Open”
Wait a few seconds for the success message to appear

Typical mistakes

Make sure your template is in one of the following formats: “.docx” “.pptx” “.xlsx” or “.pdf”
Check the “Merge Fields” tab if there is a red dot to see if a tag is not properly formalized or if the field in Salesforce does not exist

Template testing

This part is important to validate that the template works well as expected.
Provide the name of a record from your main object (e.g. ABC Opportunity) to find a test record
Click on “Test template”

Your template is now available for generation to anyone who has the “Gonexa Doc Users permission sets”

Managing the document preview

Your generated document appears in the standard Salesforce preview by default. You can overload it with the Gonexa preview.

From the page of your generated file, click on edit the page
From the custom components, drag and drop the Gonexa - File Preview action onto the page
💡 Tip, thus give your users access to useful commands such as printing, zooming, or quickly downloading the generated document.
Save
⚠️ Attention, If, when generating the document, the user cannot see the generated template, refer to managing the document template sharing rules; if the user is in private, access to the template may be blocked if no sharing rules have been created, we recommend that you change the template sharing setting to public (read-only).

Filter template visibility

STEP #4

[Optional] Make document generation available based on a criterion based on your main object.

Create a visibility condition

Go to the “Option” tab on your document template
Click on “New condition”
Set the desired condition (s) and click on Add

Add as many conditions as needed and choose whether they should be strictly verified with AND or if one can be verified with OR.

Best practices in Word

BONUS

We are going to go through 3 simple steps to design a Word document:

Structuring the document
Add content
Organizing information

Prerequisites

BEFORE STARTING

Have a Microsoft Word license

Structuring the document

TIP #1

Create a stable, consistent, and clean document by starting with structuring your document.

See hidden layouts

Activate spaces, line breaks, page breaks, and section changes by clicking on the “Show layout marks” symbol from the Home tab

Design the appearance of the document

From the Insert tab, choose the orientation of the document or section
From the Design tab, choose the color of the background of the page, and its borders and watermarks

Define margins

From the Layout tab, choose the margin format: default or custom
💡 Change the spacings by hand with horizontal & vertical rulers

Add content

TIP #2

Managing font settings

Set your titles, subtitles, and body text by creating your own default fonts from the Style Panel tab from Home.

💡 Use the “Reproduce Formatting” tool to homogenize fonts

Choice of fonts

Incorporate new fonts when you save your Word.

iOS

In the menu, select Preferences
In the dialog box (Microsoft) under Output and Share, select Save
Under Font Embeds, select Embed fonts in the file.
💡 Tick only include characters used in the presentation to reduce file size

Microsoft

Click the File tab, then click Option (lower left corner of the window)
In the left column, select the Save tab
At the bottom, under Maintain fidelity when sharing this presentation, select the “embed fonts in the file” checkbox
💡 Check embed only characters used in the document to reduce file size

Gonexa manages the following Word fonts: AharonialDhabi, Andalus, AngsanaNew, AngsanaNew, AngsanaNew, AngsanaUPC, Aparajita, ArialBlack, ArialNova, ArialNovaCond, ArialNovaCondLight, ArialNovaCondLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNovaLight, ArialNova, CambriaMath, Candara, ComicSans SMS, Consolas, Constantia, Corbel, Corbel, Corbel, Corbel, Corbel, Corbel, CordiaNew, DaunPenh, David, Dengxian, DengxianLight, DFKai-SB, DFKai-SB, DFKai-SB, Dillenia, SB, DilleniauPC, Dillenia, PC, Consolas, Corbel, Corbel, Corbel, Corbel, Corbel, Corbel, Corbel, Corbel, Corbel, Corbel, CordiaNew, CordiaNew, DaunPenh, David, Dengxian, Dengxian, Light, Den Gxian Light, DFKai-SB, DFKai-SB, Dillenia, SB, Dai, SB, Dai Angsong, Franklingothic Medium, Frankruehl, FreesiauPC , Gabriola, Gadugi, Gautami, Georgia, Georgia, Georgia, Georgia Pro, Georgia Pro Pro, Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro Pro, Pro Light, Georgia Pro Light, Georgia Pro Light, Georgia Pro Light, GeorgiaPro Semibold, GeorgiaProSemibold, GeorgiaProSemibold, GeorgiaProBlack, GeorgiaProcond Black, GeorgiaProcond Black, GeorgiaProcond Black, GeorgiaProcond Black, GeorgiaProcond Black OnDUltrabold, GillSansNovaConDXBD, GillSansNovaLight, GillSansNovaLight, Gisha, Gulim Che, Gungsuhche, Gungsuhche, Impact, IrisUPC, Impact, IrisUPC, IskooPC, IskooLapota, IskooLapota, JasmineUPC, JavaneseText, Kaiti, Kalinga, Kartika, Khmerui, Kodchiangupc, Kokila, LaOui, Latha, Leelawadee, Leelawadee, Leelawadeeui II, Leelawadeeuisemilight, LevenImt, LilyUPC, Lucida Console, LucidaSans Unicode, MalgunGothic, MalgunGothic Semilight, Mangal, Marlett, Meiryo, Meiryoui, Microsoft Himalaya, Microsoft Jhenghei, Microsoft Jhengheiight, Microsoft Jhengheiight, Microsoft Jhengheiui, Microsoft Jhengheiui Light, Microsoft Jhengheiui Light, Microsoft New Tailue, Microsoft Phagspa, Microsoft, Microsoft, Jhenghei Light, Microsoft, Microsoft, Jhengheiui Light, Microsoft, Microsoft, Microsoft, Sans Serif, MicrosoftTaille, MicrosoftYuigur, MicrosoftYahei, MicrosoftYaheiLight, MicrosoftYaheiLight, MicrosoftYaheiUILight, MicrosoftYibaiti, MingLiu, Mingliu-ExTB, Mingliu-ExTB, Mingliu_Extb, Mingliu_HKSCS, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_HKSCS-ExTB, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_Hkscs-ExTB, MingLiu_HKSCS, MingLiu_HKSCS, MingLiu_, MSGothic, MsMincho, MSPGothic, MSPGothic, MSPMincho, MSUIGothic, MvBOli, MyanMartext, Narkisim, NeueHaasGroteskTextPro, Nirmalaui, NIRMalaui, NIRMALAUISEMILIGHT, NIMSUN, Nyala, PalatinolinoType, PlantageNetCherokee, PMingliu, PMingliu, PMingliu-EXTB, NIRMalaui, ExtB, NirmalauiseMilight, NIRMalaui, ExtraLight, NirmalauiseMilight, NIRMalauiseMilight, Nyala, PalatinolinoType, PlantageNetCherokee, PMingliu, PMingliu, PmingLiu-ExtB, Raavi, PMingliu-ExTB, Raavi, RockwellNova Extrabold, RockwellNovaCondLight, RockwellNovaCondLight, RockwellNovaConWellNovaLight, Rod, SakkalMajalla, SanskritText, SegoeMDL2Assets, SegoePrint, SegoeScript, SegoeuiBlack, SegoeuiEmoji, SegoeuiEmoji, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, SegoeuiHistoric, Sego, SimHei, Simplified Arabic, Simplified Arabic Fixed, SimSun Fixed, SimSun, SimSun - ExTB, SitkaBanner, SitkaDisplay, SitkaHeading, SitkaSmall, SitkaSubheading, SitkaText, SitkaText, SitkaText, Sylfaen, Symbol, Tahoma, TimesNewRoman, TraditionalArabic, TrebuchTMS, Tunga, UrduTypeSetting, Utsaah, Vani, Vani, Vani, Vani, Vani, Verdana, Vani, Verdana Text, Sylfaen, Symbol, Sylfaen, Symbol, Tahoma, Tahoma, Times New Roman, Traditional Arabic, TrebucheTMS, Tunga, UrduTypeSetting, Utsaah, Vani, Vani, Vani, Vani, Verdana, Vani, Verdana Text, Sylfaen, Symbol, Sylfaen, Symbol, Tahoma, Tahoma, Times New Roman, Traditional Arabic, Trebuch, MS, ProcondSemibold, VerdanaProLight, VerdanaProSemibold, Vijaya, Vrinda, Vrinda, Webdings, Wingdings, YuGothic, YuGothicLight, YuGothicUiLight, YuGothicUiLight, YuGothicUiLight, YuGothicUiLight, YuGothicUiLight, YuGothicUiLight, YuGothicUiLight, YuGothicUILight, YuGothicLight, YuGothicUILight, YuGothicLight, YuGothicUILight, YuGothicLight, YuGothicUILight, YuGothicLight, YuGothicUILight, YuGothicLight, YuGothicUILight, YuGothicLight, YuGothicUILight, YuGothic

Manage headers and footers

Create headers and footers by double clicking at the top and bottom of the document
Check the “different first page” box from the header or footer menu if you want to differentiate the items on the first page
Add page numbers from the Insert tab by clicking Page Number. Go to Page Number Formats to set the desired format (1,2,3...) and the start of the numbering.

Add a Table of Contents

From the Reference tab, click on Table of Contents and choose the type of table to insert or create a custom one
Update the table of contents by right-clicking > Update, in case new titles have been added.
💡 If you find missing entries, please set the text to be displayed as the title.

Insert and optimize images

Add images to your document by clicking on insert: image or by dragging and dropping
Optimize the size of your images by compressing them to make the most of your document
💡 From File, click “Reduce File Size” and choose Screen

Organizing information

TIP #3

Show information

It is recommended to avoid using text boxes
You can create tables with invisible borders to structure the data

Multi-column display

Select the text in question, then, from the Layout tab, click on columns.

Choose how many columns to show

Create solidarity paragraphs

To prevent rows in a table or paragraph from intersecting between two pages, select the block to split, and right-click to access paragraphs.
In the sequence tab, check the box for interrelated paragraphs and interrelated lines. Save.

Repeat table headers

To repeat table headers, select the table row (s) that make up the header to be repeated
Right-click > table property and from options check “repeat at the top of each page as a header row”. Click OK