This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Use the Pre-fill dropdowns from Salesforce bot to automatically transfer data from Salesforce records to your documents.
Use case: You need to complete Purchase orders and have customers’ data stored in Salesforce. To complete the documents faster, use the Pre-fill dropdowns from Salesforce bot that will export needed information from records to your document dropdowns.
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Pre-fill dropdowns from Salesforce bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Connection settings
To connect the bot to your Salesforce account, click Connect in the Source section.
To add a new connection, choose a Salesforce instance (Production, Sandbox, or custom domain) and click Select.
Using the three dot connection menu, you can disconnect the current account or connect to different accounts anytime.
Next, select your Salesforce object to pre-fill from. Click Continue (2) to proceed to the next section.
Mapping
In Data mapping, click Map fields to link Salesforce fields with the corresponding fields in your document.
A pop-up window will appear. Drag and drop record fields onto the corresponding document fields.
Note: Only dropdown fields will be available for mapping.
Names of the mapped fields are written on the canvas so the users can understand where the data will go. Use the search bar to find the field you need quickly.
Click Continue to move to the next section.
Lookup
In Find record, set rules for how the bot will find the Salesforce record you need. First, select the type of matching criteria.
Select Record ID if you want to run the workflow with the custom button set up in the Salesforce record you need to pre-fill from.
Select manual setup for all other cases.
In the case of manual setup, start by selecting a record field that must work as a lookup.
Then, select the value type that your record field has to match.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer data | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Enter your text | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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Input parameter | This option uses the predifined workflow parameters to find a corresponding record in the object. |
After that, provide the value that must match the record field, according to your choice.
Note: If you choose a document field as a lookup, remember to put your Trigger to Field changed.
You can add as many lookups as you need by clicking Add match.
Click Continue to move to the next section.
Testing
In the Test section, simulate the bot's performance by clicking Test.
To test, enter data that matches the search criteria specified in the Find record section. Enter it in the field as shown below. If configured correctly, you'll see a success message. If there are issues, an error message will appear instead.
Note: Once your workflow is published, the Test section is disabled, and the bot runs based on the conditions defined in the Find record section.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.