This quick install guide will allow you to create and email a custom document in 4 basic steps:
- Install S-Docs
- Create your first template and associate it to an object
- Add an S-Docs button to your object’s page layout
- Generate and email your first document
STEP 1: Install S-Docs
NOTE: You should download and install the S-Docs package into a SANDBOX or DEVELOPER organization. We strongly advise against installing it into any production org without proper testing.
- To get started, click on the Get It Now button from the Salesforce App Exchange listing and agree to the terms and conditions.
- Next, you will be prompted to log into your Salesforce org.
- You'll then see the following screen. Make sure to select Install for All Users and then click Install.
S-Docs is now installed in your org.
STEP 2: Configure your first template
NOTE: You will need to configure and activate at least one template in order to start using S-Docs.
- You can access the “S-Docs Templates” object by clicking on the last tab (the "+" symbol), scrolling down and clicking on the S-Docs Templates link.
- Next, click on the New button and enter the template field values as shown in the screenshot and explained below. In this example, we will create a product information sheet from the "Product" object.
To get started quickly, you only need to complete the fields indicated in Red and then click the Save button. Field descriptions are explained below:
Template Name: Enter a template name (Required)
Description: Optionally add a description. You should include any keywords, as this field along with the Name field are both searched during the document selection step. End users will also see this field in the template listings.
Document Category: Chose a category from the picklist. Templates can be grouped together so that a user can browse templates by using a category picklist. If needed, you can later customize this picklist.
Related to Type: Pick an object from the picklist. This is the base or primary object this template will use. If needed, you can customize this list with your custom objects (Required)
Template Format: Pick an output format. To support the same document in multiple formats, simply clone the template with a different "Format" field value (Required)
Document Version: Use this field to track any internally used version number (or date) for this template. It is only used for reference purposes.
Available for Use: Keep this box checked (it is checked by default). This ensures that the template is visible for new document creation.
Initially Visible: Checking this box will make this template visible on initial load of the document creation page based on the "Object Type." Typically, you want to set this checkbox for the 10 most used templates for each object type (it is checked by default).
Auto Create Attachment: On newer versions of S-Docs, this checkbox is found under the "Document Options" tab of the template editor. On older versions, this appears in the S-Docs template record.
- Click Save, and then click the Template Editor button. This is where you design your template.
- Add some text, place the cursor where you want your Salesforce record data to be merged into the template and then click on the Insert Field button.
- Select the field from the object you want to insert and click Insert. The editor will add the merge field in the correct syntax into the template designer.
- Repeat the above step for other fields. You can also use the editor tools to modify the document. Or, click Source to view the HTML and add your own styles. Click Save when done.NOTE: You can also insert images, span related objects and create child object line items and add CSS stylesheets, which is covered in the full documentation. You have now created your first template.
STEP 3: Add an S-Docs button to your object’s page layout*
NOTE: The S-Docs install package contains sample page layouts for both the Opportunity and the Account objects. If you decide to use these, you will not need to create the S-Docs button or related lists in this step. You can simply assign these layouts to your group. Alternatively, you can use these layouts as a reference when modifying your own page layouts.
- *This guide details setting up your S-Docs button for a standard object in Salesforce Classic. Although the setups are fairly similar, please reference this documentation as well for more information regarding S-Docs in Salesforce Lightning, and please refer to this documentation for more information on setting up S-Docs with a custom object.
- The S-Docs button comes pre-created for the following standard objects: Contract, Opportunity, Account, Contact, Lead, Task, and Event. For these objects, you only need to add the button to the page layout. Skip to step 3 to learn how to do this. For other standard objects, such as products, you will need to create a custom button. In this example, we go to Setup > Build > Customize > Products > Buttons, Links, and Actions.
- We then click on New. You should modify the button link to your object. In this case, we used:
- Once you save the button, you will need to add it to the detail page layout. You can do this by navigating to your product, clicking Edit Layout, dragging the S-Docs button into the Custom Button area (you'll need to scroll down to "Product Detail"), and then clicking Save.
Additionally, you can add an S-Docs related list to your page by clicking Related Lists and dragging the S-Docs box down into the "Related Lists" table.The S-Docs Related List on a given record should display all of the S-Docs ever generated* for that record, as well as options to download and email those documents again. In order to display this, we need to add these columns to our Related List. Click the wrench icon on the S-Docs related list.Then, add the following categories: Action, View, Email, Edit, Name, Category, Status, Comments, Doc Created By, Doc Created On. To add a category, click on the category you wish to add and then click the triangle button below "Add." The field will be moved to the “Selected Fields” box, which contains all the fields that will display as columns in your final related list. Click OK once you’ve added all of your fields. The related list will appear as follows on a particular record’s page.*Note that each time you edit an S-Doc template record with Auto Create Attachment unchecked, the documents on the related list will change to reflect those edits. The related list will not store documents generated from previous versions of your templates, but rather generate a new document reflecting the most recent version of your template each time you view or email a document in this list.
Step 4: Generate and email your first document
- Open any record for that object and click on the S-Docs button we’ve just created.
- Our template should appear. (If not, make sure you’ve checked the Available for Use and the Initially Visible checkboxes when you created your template.) Select the template and click Next Step. Since this is a very simple template you will not need to confirm any additional information and can just click on the Generate Document button on the following page.
- You can now click on the document link to view or save.
- Finally, click the Email Selected Docs button if you want to email the document. Enter the recipient email address, complete the email message, and click Send.
You have now created and emailed the document.
Email Failure Troubleshooting
If you did not receive an email, or if you experience any failed email delivery, it may be due to the S-Docs package not being able to create a dummy contact record used for email delivery. By default, S-Docs will link outbound emails to the contact record with a matching email address. Salesforce requires this linkage. If you send an email to an unknown email address, S-Docs will attempt to link it to a single dummy contact record called "No Contact." This contact record is created just once by the S-Docs package to handle this linkage and is done automatically during the first send request to an unknown email address. However, if your org has implemented validation rules that require additional fields to be completed, then the S-Docs package will not be able to create this contact record, and you should do it manually. The contact record should named "No Contact Record" and must have an email address of "firstname.lastname@example.org." This record only needs to be created once.
If you are testing S-Docs in a sandbox org and emails are not being delivered, you should check Settings > Email Administration > Deliverability, and check that "Access to Send Email" is set to "All email." By default, Salesforce turns off outbound email access when a sandbox is created to reduce the risk of inadvertently sending emails to contacts during development and testing. Be aware that this change effects the entire sandbox and not just S-Docs.