Install the package via the AppExchange

• Click on The following link to access the Gonexa Doc application on the AppExchange, the Salesforce marketplace that allows you to view, download and install our Gonexa Doc application.
• Click on “Get In Now”

• Connect to your Salesforce by clicking “Log In”
• Choose Salesforce and then enter your credentials
• Choose the Production environment or the Sandbox (recommended before going into production)
• Enter your username and password
• Click on “Connect to Salesforce”

• Select the “Install for Admins Only” option (rights will later be assigned via permission sets)
• Click on “Install”
• Accept the terms and click on “Confirm and Install”
• Click on “Finish to continue.”
• Once the application is installed, you will receive a successful email notification letting you know the installation was successful.

You can check this from Setup.
From the tab, go to the “Installed Packages”

Give access to users and to yourself

• Gonexa Doc User: Allows you to generate a document
• Gonexa Doc Admin: Allows you to generate a document + template administration

• Go to Salesforce Setup
• Search for “Authorization Set” or “Permission Sets”
• Click on the letter “G” to access the rights offered by Gonexa

• Click on the desired authorization set
• Click on “Manage Assignments”
• Click on “Add Assignment”
• Select the user and click next to finalize

Retrieve the security key

• Go to the Salesforce application launcher to find “Gonexa Administration”
• Click on “Security Key Management”
• Allow access via the “Allow” button

• In the “API keys” section, click on “Generate” to get your key (note that this key is unique for your production). Another key, common to all sandboxes, should also be filled in.)
• Carefully keep this long character string that is your security key

Make the link between Gonexa and Salesforce

• Go to the Salesforce application launcher to find “Gonexa Administration”
• Click on “Named Identifiers” in the “Gonexa Doc Solution Authorization” section

Attention, Here you must click on the arrow next to New to click on “New Inherited” and enter the following information:

Position the generate button

• Go to the context where you want to see the component displayed (opportunity, quote,...)
• Change the lightning page layout by clicking on “Edit page” by clicking on GD
• Look for the “Gonexa - Generate Document” component
• Drop the component into your page
• Save & activate the page for the desired profiles or applications.

• Go to the object manager where you want to see the generate button displayed
• Click on the “Buttons, links and actions” section
• Click on “New Action”

• Don't forget to drop the action into the desired presentation page

Basic Setup in Salesforce

• 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

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)

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

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

• 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)

• 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

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...)

Publish your template

• 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

• 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

• 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”

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

• Activate spaces, line breaks, page breaks and section changes by clicking on the “show formatting marks” symbol from the home tab

Organize information

• Select the text concerned, from the tab click on insert to choose the number of columns to display.

Create tables

• In your document template, click on the “Objects” tab to access the list of linked objects
• Click on “New” in the “Children object” section
• Select the Salesforce object linked to your context (e.g. opportunity products linked to the opportunity)
• Rename the tag label carefully if you want to have multiple arrays on the same child object
• Click on “Create”
• Repeat the operation several times with a correctly named label each time (e.g.: Label 1 = Product, Label 2 = Service, Label 3 = “Option”)
• We finish this part by clicking on “Open Assistant” to facilitate the insertion of information into the final document.

This step is based on standard tables offered by Word. For more simplicity, feel free to use our pre-designed templates available on our website.

• Insert a new table with 2 rows and the number of columns you want
• The first line will allow you to have the names of the columns, name the columns as you want
• On the 2nd line, we are going to use the Wizard that we opened earlier to put the tags
• Click on the desired child object and look for the field according to what you want to put in your table
• Finalize the template with all the fields you want to see displayed

To make it easier to understand, you can download the template shown during the demonstration below:

• Go back to Salesforce and upload the Word template with the tables by clicking on “Upload version”
• Make sure you have a test record with children
• Test the generation to see the final result

Filter tables

Filters ensure that you only see data that is relevant to your context. Here, we want to filter only the “Product” category in the 1st table, the “Services” in the 2nd, and the “Options” in the last. We use the same Salesforce object 3 times but with different views.

• Knowledge of your Salesforce is essential to know the right filter to use and who will be the one fed with the right data.
• If the field that can filter the data has not yet been created, you must create it and ensure that it is populated.

• In the “Object” tab, click on the label (e.g. Product, Service, or Option)
• In the “Conditions” panel, click on “New Condition”
• Find the field to use for the filter
• Indicate the operator and the expected value (ex: Category = “Product”)

• Go back to your context (Quote, Opportunity,...)
• Make sure you have completed data on the filtered field
• Generate to verify that the filter has been applied

Sort tables

This step is optional since it will simply improve the organization of the data in your table a bit at the time of generation.

• Same as for the filter, you need to identify the right field that will allow us to sort dynamically
• Make sure there is a link with the child object
• If this field does not exist, you will have to create it as well
• Get the API name of the field, it will be needed for the filter

• Go back to the child object you want to filter
• In the “Sort Request” area, specify the API name of the field to be filtered
• Put a space + ASC or DESC next if you want to sort ascending (ASC) or descending (DESC)
• Example: “TotalPrice ASC” if I want to sort the product line from the largest total amount (TotalPrice) at the top to the lowest at the bottom

• Go back to your context (Quote, Opportunity,...)
• Make sure you have the data filled in on the sorted field
• Generate to verify that the sorting has been applied

Add up the amounts of the same child object, a group or even hidden information and combine multi-currencies. This way, avoid formula-type fields in Salesforce and easily display subtotals.

• After setting up a child object in Salesforce, opening the assistant, and placing your tag in your document template, add the extension (SUM) in your tag to add the currencies or quantities: Ex. {! Product|Amount (SUM)}
• Place the new tag at the desired location on your page using one of the two options.

  Word configuration vs build output

  

• It is possible to display a SUM tag by itself if it is located outside of a Word table (option 2)
• A SUM tag is imperatively a tag on a child object
• Multi-currency management is taken into account.

Simple display condition

The logic in our example will be simple, we want to display the word “Apple” when the checkbox on the “Show the word Apple” account is checked.

• Define the field that will be used next for the condition (The “multiple selection list”, “date”, and “text box” fields cannot be used in a condition)
• Think about the logic you want
• Find the document template on which you want to make the condition
• Make sure that the main object & the child objects (optional) are properly configured
• Open the assistant from the document template

• Using the assistant, find the Salesforce field that will be the basis of your condition
• Click on the 3 small dots at the end of the line
• Click on “Add a condition”
• I complete the logic by entering the word “Apple” in the “True” box (True = Box checked)
• I leave the “False” box empty to put nothing if the box is unchecked
• Click on “Copy”

• Click on the “Insert” tab on the word ribbon
• Click on “Fields...” or “Insert Field”
  Accédez au pictogramme intitlulé "Quick parts", puis sur "Field..." (Sur Windows)
• Now paste the condition in the editable area instead of the equal sign already present
• Finalize by clicking on “Ok”

Actual display conditions

We assume that we have a template with an array where there is a currency field to be able to make the condition. In our example, we use opportunity and opportunity products.

• Make sure you have a main object as well as a child object configured
• Open the assistant from the document template
• Look for the field on your child object
• Click on the 3 small dots and add a condition
• Indicate “0" in the expected value
• Text if true = Free
• Text if false = [Re-enter the tag you want to display]
• In the table in Word, position yourself where you want to insert the condition
• Always access the same menu to insert a “Insert/Insert Field” field
• Paste the condition into the editable area
• Click on “Ok”
• Finalize by uploading the template as usual
• Test

We're starting with an example where we want to display a checkbox in the same way as in Salesforce.

• The starting principle remains the same as for the previous case.
• We insert a condition
• Text if true = ✅
• Text if wrong = ❌

Note that if we use emojis here but we could easily insert images, you simply have to make this change after having inserted the condition, toggle the field codes with a right click on the condition.

• If you changed the condition directly by switching the field codes, make sure to “Update Fields” by right-clicking on the condition

• Same principle as before to insert the condition
• Once the condition is inserted, right-click to “toggle field codes”
• Move all of the parts you want to have dynamically into the “Text if true” or “Text if false” area according to your logic
• Finalize by uploading the template as usual
• Test

The export

• Connect to your source environment
• Verify that your templates are available

• Go to the Gonexa Administration via the application launcher
• In the links section, click on “The App”
• A window may open if this is the first time to ask the App to communicate, click on authorize

• Click on “Manage my templates” in the “Import/Export” section
• The list of templates appears, select the template or templates you want to export (note that only templates with a file are exportable)
• Click on “Export” at the bottom of the list to create the export zip
• A Zip file can be downloaded directly
• Carefully keep this file for the future

The import

It is possible to import templates onto a production or a sandbox. Also note that if you repeat the operation, the templates will be updated and not a duplicate will be created as long as they are the same templates.

• First, make sure you log out of the Gonexa App
• Click on the avatar at the top right on app.gonexa.fr
• Click on log out

• Connect to your target Salesforce environment

• Go to the Gonexa Administration via the application launcher
• In the links section, click on “The App”
• A window may open if this is the first time to ask the App to communicate, click on authorize

Final production

This step allows all of the new imported templates to be sent to our Azure servers for the generations to work.

This step is not necessary if you have installed the “Bordeaux” version directly (February 2023). This part is only necessary in case of an update from an earlier version.

• Go to the object manager in the configuration
• Find the object “Document template” or “Document template”
• Click on “List View Button Overview”
• Change the list view by clicking on the chevron at the end of the line
• Add the custom “Upload Versions” button in the custom buttons

• Go to the “Document template” or “Document template” tab
• Select templates
• Click on the “Upload Versions” button at the top right
• The templates are now fully functional

Create the form from Adobe Acrobat

Open your PDF template (fixed background) with Adobe Acrobat to add tags. Access the available tools from the banner, select “Prepare the form” and click “Start.”

• From the Adobe navigation bar, select the “Add a text field” option on the document at the desired location.
• Double click on the element to configure it.
• In the “Name” field on the General tab, fill in the Gonexa tag with the Salesforce field to be displayed. Copy and paste it from the assistant banner.
• Choose whether the item is mandatory or read-only by checking the “Read only” box
• Control the formatting of your tags in the “Appearance” tab: size, border color, background color, font...
• Validate by clicking on Close

• From the Adobe navigation bar, select the “Insert drop-down list” or “Add a list of choices” option on the document at the desired location.

• Double click on the element to configure it.
• In the “Name” field on the General tab, fill in the Gonexa tag with the Salesforce field to be displayed. Copy and paste it from the assistant banner.
• From the Options tab, fill in the values for the selection list. These are the exact Salesforce picklist values. Add the items and order them. Select the default value and click Close.

  Attention, If a Salesforce Picklist value does not exist, that is to say is empty, specify Null in the value element in your options list.

• From the Adobe navigation bar, select the option “Add checkboxes to allow the selection of one or more options” and drop it on the page at the desired location.
• Double click on the element to configure it.
• In the “Name” field on the General tab, fill in the Gonexa tag with the Salesforce checkbox field to be displayed. Copy and paste it from the assistant banner.
• The box will be checked if it is checked in Salesforce and retrieves a true/false value.
• Click on Close to validate.

  Attention, A checkbox tag can only be called once in the document.

Create the form from Adobe Acrobat

Open your PDF template (fixed background) with Adobe Acrobat to add tags. Access the available tools from the banner, select “Prepare the form” and click “Start.”

• From the Adobe navigation bar, select the “Add a text field” option on the document at the desired location.
• Double click on the element to configure it.
• In the “Name” field on the General tab, fill in the Gonexa tag with the Salesforce field to be displayed. Copy and paste it from the assistant banner.
• Choose whether the item is mandatory or read-only by checking the “Read only” box
• Control the formatting of your tags in the “Appearance” tab: size, border color, background color, font...
• Validate by clicking on Close

• From the Adobe navigation bar, select the “Insert drop-down list” or “Add a list of choices” option on the document at the desired location.

• Double click on the element to configure it.
• In the “Name” field on the General tab, fill in the Gonexa tag with the Salesforce field to be displayed. Copy and paste it from the assistant banner.
• From the Options tab, fill in the values for the selection list. These are the exact Salesforce picklist values. Add the items and order them. Select the default value and click Close.

  Attention, If a Salesforce Picklist value does not exist, that is to say is empty, specify Null in the value element in your options list.

• From the Adobe navigation bar, select the option “Add checkboxes to allow the selection of one or more options” and drop it on the page at the desired location.
• Double click on the element to configure it.
• In the “Name” field on the General tab, fill in the Gonexa tag with the Salesforce checkbox field to be displayed. Copy and paste it from the assistant banner.
• The box will be checked if it is checked in Salesforce and retrieves a true/false value.
• Click on Close to validate.

  Attention, A checkbox tag can only be called once in the document.

Create a table in Excel

From the document template, add tags on the main objects at your convenience using the assistant banner.

To add tags to a child object, you must first set up a child object in the document template.

💡 Tip: Please define the printable content of your Excel page so that all items can appear on a PDF page when generated. Access the final version by activating the page mode in your Excel.

• Insert a header in your document with column titles
• In a second line, insert the tags on the child object via the assistant
• Select the table, then from the Insert tab, click Table
• Check the box “My table has headers” if you have already set them up and click OK
• Once the table is created, go to the Table tab.
• In the Name box of the table, name it with the label of the label of the child object that you set up in Salesforce. (Ex. quoteLineItem)

Make calculations (Average, Maximum, Sum...)

Do calculations like the average, the maximum, and the sum linked to your table.

• Select the table that has already been created
• From the Table tab, check the “Totals row” box
• An additional line will appear
• Select the new box, and on the arrow to choose the type of calculation to be carried out among the average, the maximum, the minimum, the sum...

Save, upload your document to Salesforce, and test it.

Create a formula

Avoid making a formula field in Salesforce and add the logic directly into your Excel document.

• Insert a column to your table and give it a name
• From the row in the new column, insert your Excel formula starting with “=”
• Select the box or boxes involved in the calculation and build your formula in the following form: = C17* 0.20

Main flow principles

From the Salesforce Setup, go to Flows (Flow), and then click New Feeds.

Select the type of flow to set up.

• Screen flow : Display parameters or information to the user before launching a click action. (Ex. Choice of the template and the output format before generation (click)
• Flow triggered by a recording : Trigger an action when a Salesforce record is created, updated, or deleted. (e.g. modification of a status, check box...)
• Flow triggered by a schedule : trigger a specific action at a scheduled time (e.g. generation of tax receipts every December 31 at 9 am)

Generate a document automatically

Build your process at your convenience (screen, decision, success message...) and add the Gonexa action.

• Add an item to your Action flow
• Select the generateDocument action: apex-gnc__DocumentGenerationInvocable
• Fill in the following 3 items:
• Output format : Call the pdf, xlxs, pptx, or docx value.

  You can variabilize this value with a screen by creating new choice resources.

• RecordID : get the id of the record to be generated.

  This value should be variabilized with a text variable, available for input.

• TemplateId : Retrieves the Id of the document template to be generated.

  This value can be variabilized on a screen or selected among the documents according to certain criteria such as the name of the document or the azure id.

Save, activate, and test.

Generate documents from a list view

Generate several documents at once from a list view.

Add a registration requirement to your flow

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

  Field: Id
  Operator : in
  Value : Sides

📅 Customize the date format