Did You Know: Nintex Workflow Cloud – Get Files In/Out of Salesforce

It’s impossible to separate process and data. Most processes are actually micro-processes that make up much larger overarching process streams.

That’s a result of different group’s different teams and different people that are typically required to support the core functions of the business. This is why silos exist and it can be difficult to manage business-wide process collectively. The silos create gaps that are typically bridged by a ton of manual effort involving, email, RFP’s, RFQ’s, spreadsheets, contracts, and forms across different systems.  It’s nothing short of exhausting for both people in the field and managers overseeing the various processes.

In an effort to improve efficiently the interaction between these different groups is constantly being tweaked and evaluated but rarely is that exercise done holistically. It’s typically too difficult and for most managers, it’s “Not their responsibility” to fix other team’s process problems even though they often effect upstream and downstream stakeholders. Using sales and marketing as an example, the CRM being used acts as a focal point too many front office processes.

CRM is a major component of many organizations and is responsible for managing a company’s relationships and interactions with current and potential customers. As a result, there are a myriad of business processes that move in and out of a CRM system. Most companies do their best to orchestrate the different groups and processes that make up and support the sales and marketing functions within an organization. One of those processes is contract lifecycle management.

All businesses have to deal with contracts and, as a result, CLM is often referred to as the language of business. Unfortunately managing contracts and all of the auxiliary documents needed to support them between all the stakeholders is highly difficult to do.

Throughout the process, files are constantly being sent around via email and eventually moved in and out of a CRM. If you’re going to automate this type of process (or any other like it) you need a mechanism to effectively and easily move files in and out of the CRM system.

It’s not just about contracts either there are many ancillary documents that are used to support the contract management process. Many of these documents need to be kept in a source of record. In many cases, the CRM is the source of record and houses all the relevant customer account and contract related information which includes these documents.

Nintex Workflow Cloud makes automating many of these processes at the micro and macro level possible. Not only can you automate a process that moves between groups, but you can also move files that are needed to support that process. Having the ability to automate the movement of files in and out of Salesforce, for example, provides enormous value and helps standardize a normally volatile and inconsistent process.  Not only is it possible it’s incredibly easy as well.

Let’s take a quick look at how it works.

Nintex Workflow Cloud provides a number of actions that can be performed in Salesforce.

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For this example we will focus on the “Get file from a record” and “Attach file to a record” actions specifically.

Get File From a Record

Let’s start with the “Get file from a record” action. This action is split up into two sections. One for the source and the other for output. The number of fields to be configured depends on the number of files you need to get.  Here are the basic configuration needs for this action.

  1. An SFDC connection
  2. The Number of files to get
  3. An output variable to store the file or collection

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The connection is simply a connection to an SFDC Org.  The number of files can either be a single file or a collection of files. If you want to grab a single file all you need to do is provide a File ID.  If you want to grab more than one file, you need to supply the object name and the record ID you want to pull the records from. As an example, the object could be “Opportunity” and the record ID might be “00641000006xlgx”.

The files essentially become variables that can then be used in other workflow actions.  For example, you may want to simply email a file to someone or send a file out for approval.  There are many potential use cases here.

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Attach File to a Record

This action is split up into two sections. One for the source of the file and the other for the destination inside Salesforce. Here are the basic configuration needs for this action.

  1. A path to a file within Box, Dropbox, OneDrive, or Google Drive
  2. A file variable that already has a reference to a file

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The number of fields to be configured depends on which source you select.  If the source is coming from an EFSS path all you need to do is select an EFSS provider (Box, Dropbox, OneDrive, Google Drive), a connection, and a path to the file.  If the source is a file variable all you need to do is pick which file variable you want to use.  Easy!  You can see the different configurations below.

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The results in the ability to easily pull or store a file inside of Salesforce as a part of a workflow. That means we can utilize the file in various ways and do powerful things utilizing the Nintex Platform, like redlining, getting approvals, and getting an e-signature, and then push all process-specific files back into any Salesforce object that supports attachments.

After files have been added to Salesforce they can be easily pulled within other workflows that need to reference or even augment/change those documents creating more consistency in both the process and the source of record.

 

Find out how Nintex Workflow Cloud can work for you. Get a trial!

Dan Barker

Dan is a Senior Product Manager on the Nintex Workflow Cloud team and loves working on bleeding edge technologies like IoT and machine learning. He’s been with Nintex for 2 years and previously worked at Dell and Progressive. Dan moved to Washington from Ohio in 2012 with his wife, two girls and dog Roo. When he’s not working on Nintex Workflow Cloud he enjoys golf and following his favorite Cleveland sports teams.