Build the automation using the Salesforce “Flow is completed” trigger

This article explains the automation building process for Salesforce integration via Automation Builder’s trigger: "Flow is completed."

You can start building your automated workflow in Automation Builder once the “Contractbook app” package is installed and configured in Salesforce. 

Configuring the “Flow is completed” trigger:

• Select an object type.
  • You can choose among the following standard objects: 
    • Opportunity 
    • Account 
    • Contact 
    • Order 
    • Quote 
    • Quote CPQ (Suitable for organizations with the CPQ Salesforce extension)
• You can use the data not only from the main object but also from the relationships of that object. If you need that related data, select which relationships you want to use.
  • The properties of selected relationships are available as variables in the data mapping step described below.
• You can optionally set Record types.
  • By default, the automation you set up will be available for all records of the chosen Object type. To limit availability to records with a specific record type, select them from the list.

An example of using record types

• ​​Let’s say your organization operates in two European countries, Finland and Sweden.
• The commercial process for each country requires the creation of a "Master Service Agreement" written in a given country's language.
• To minimize the risk of choosing the wrong MSA by a Sales representative, you have to build two automations:
  • The first one for the Finish market, named “MSA for the Finish market”
  • The second one for the Swedish market, called “MSA for the Swedish market”
• Both of the automations are connected to the “Opportunity” Salesforce object.

However, each automation is filtered by the specific record type previously defined in Salesforce, namely:

• The “Finland” record type is selected for automation for the Finish market.
• The “Sweden” record type is selected for automation for the Swedish market.

How is that presented for the primary Salesforce user working in the “Opportunity” object?

• Sales representatives who work with the Finish market are only presented with the “MSA for the Finish market” in the "Create contract in Contractbook" pick list.
• The same applies to sales representatives who operate in the Swedish market.
  • Those primary users are only presented with the “MSA for the Swedish market” in their "Create contract in Contractbook" pick list. 

Mapping data between Contractbook and the selected Salesforce object

After configuring the “Flow is completed” trigger, it is time to map data between Contractbook and the selected Salesforce object. 

• To map data between Contractbook and the selected Salesforce object, you should select the “create a draft” action under the automation action step.
• Start by choosing a template you want to use to configure everything needed for the automation contract details (the new draft name, parties, signees, data and metadata fields, tables, attachments, etc). 
• You can fetch any Salesforce data by accessing the "Flow is completed" trigger within the respective variables fields.
• Add as many automation actions as needed, such as the example in the video below, sending automated Slack messages upon new sales drafted proposal: 

Adding attachments to the created contract

• In order to include attachments, you can use the "Files selected in the flow" Salesforce variable under "Attachments" of the "Create draft" automation action
• You can add specific or "All files" selected in the flow:

Can I add more actions to the automation?

• Yes! You can add as many action steps as your organization’s workflow requires.
• Click here to learn about more actions in our automation builder.

The “create a draft” action is necessary to fetch the mapped data from the corresponding Salesforce object.

We recommend creating centralized automation so everyone in your organization can benefit from it.

Once the automation is set up, how does it work for the primary user?

• Click here to read more about the "Create contract" Salesforce usage for all Salesforce primary users.

If you still need additional information or assistance, reach out to us at any time by contacting our Support Team.