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Salesforce: Using the Outgoing Data Tool

What

The Conga Collaborate Outgoing Data tool allows you to push information back into Salesforce.  Outgoing Data rules can be triggered by system events and automatically make field updates on any editable field on your Salesforce launching object.

Why

Outgoing Data removes manual steps by automatically updating fields on your Salesforce launching object.  This allows you to reduces Salesforce management time and mitigate user error. For example, you might update the Opportunity Stage to Closed Won upon document acceptance.

How

Create an Outgoing Data Rule
  1. Go to Administration > Integrations > Salesforce > Edit

  2. Scroll down to the Outgoing Data section.

  3. Select the Conga Collaborate event that you want to trigger the update of your Salesforce record. These events take place within Conga Collaborate and include:

    • Created
    • Publish
    • Accept
    • Decline
    • Create New Version
    • Finalize Version
    • Ask a Question
    • First View
    • Formstack Form Submission
    • Email Sent
    • Request Approval
    • Void
  4. (Optional) Select a template.  If you do not select a template, the rule will trigger for all templates when the Conga Collaborate event criteria is met. If you do select a template, the rule will only apply to the selected template.

  5. Select the Salesforce object and field you want to receive your data. Use the first drop-down menu to select from every editable Salesforce object in your account. After you select an object, you can select any editable field that lives on that object.

  6. Select the Conga Collaborate dynamic data that will map to the assigned field, or define a static value to be used every time.
    Depending on the data type of the Salesforce field you select, different dynamic Conga Collaborate values will be available to push to Salesforce.  See the Available Objects for Outgoing Data section below for a more detailed explanation.

  7. Click Add to finish creating the rule.

Available objects for Outgoing Data

Outgoing Data can update fields on your launching object and the Octiv Document object.  It cannot update fields on parents of your launching object or children of your launching object.

When selecting the Octiv Document object, look for its API name, tinderbox__Document__c.

Additionally, Conga Collaborate can use Outgoing Data to push back a PDF or Word file of a Conga Collaborate document to the standard Notes & Attachments list on a Salesforce record (described in the example below).

Example Use Cases

Update the Closed Date of an Opportunity when a document is accepted

A common use of Outgoing Data is to update the closed date of an Opportunity based upon document acceptance.  Follow these steps to update the Closed Date of an Opportunity:

  1. Select Event: Accept.
  2. Select the appropriate Template.
  3. For Object, choose Opportunity.
  4. For Field, choose Close Date.
  5. For Value, select Proposal Field - Proposal: Closed At (DateTime).
  6. Click Add.
Attach the PDF or Word file of a Conga Collaborate document to a Salesforce record

If using the standard Notes & Attachments object, you can push the PDF or Word file of a Conga Collaborate document as an attachment to a record in Salesforce. Once the rule is triggered, the file will be added to the Notes & Attachments related list on the record.

This feature is not compatible with Salesforce Files.

In this example, we will push a document’s PDF to an Opportunity when the document is created:

  1. Select Event: Created.
  2. Select the appropriate Template.
  3. For Object, choose Attachment.
  4. For Field, choose Body.
  5. For Value, select Proposal Field -  Proposal: PDF.
  6. Click Add.
Update the Status Field on the Document record when an email is sent

In some use cases, it is helpful to see in Salesforce when a user sends an email from the Collaborate Document.  In this case, you can set the value of the document Status field in Salesforce to a value that indicates that an email was sent from the document.

  1. Select Event: Email Sent.
  2. Select the appropriate Template.
  3. For Object, choose tinderbox__Document__c.
  4. For Field, choose Status.
  5. For Value, enter Email Sent.
  6. Click Add.

Salesforce Data Types

Every field in Salesforce has an associated data type that defines the type of data that must live in that field. In order for Outgoing Data to work correctly, the data you are sending from Conga Collaborate must match the data type of the field in Salesforce.  To assist with this, Conga Collaborate displays the data type of the field you are choosing to update when configuring Outgoing Data.

When you select a Salesforce field in Outgoing Data, Conga Collaborate displays all of the available pieces of information of that data type that can be sent back into Salesforce.  Alternatively, you have the option to define a static value to be sent back to Salesforce.

For example, if you choose a Salesforce field that holds a double (a type of number field), Conga Collaborate does not have any pieces of dynamic document information stored as data type double, so your only option would be to record a static value to send back.  If, however, you choose a Salesforce field that is of type string, then Conga Collaborate has multiple document fields that can be pushed back to Salesforce.  You can define a static value in this scenario as well.

Below is a list of all dynamic Conga Collaborate document fields that can be sent back to Salesforce, along with their compatible data types:

  • Strings (compatible with any Salesforce fields that use strings)

    • Proposal: ID

    • Proposal: Public URL

    • Proposal: Build URL

    • Proposal: Name

    • Proposal: Status

    • Proposal: Template Name

    • Proposal: Owner

    • Proposal: Access Code

    • DocuSign: Envelope Data URL

  • Dates (compatible with any Salesforce date fields)

    • Proposal: Closed At (DateTime)

    • Proposal: Published At (DateTime)

    • Proposal: Expires At (Date)

    • Proposal: Created At (Date)

    • Proposal: Updated At (Date)

  • Attachments (compatible with the Attachments object in Salesforce)

    • Proposal: PDF

    • Proposal: Word

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