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Info

Introduction: This integration guide describes how to connect the Salesforce.com CRM platform to the Docupace document management system for the companies that use both systemsThese features are available once the Salesforce and Docupace integration is set up for your site.

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titleChange Log

Date

Changes

August 2023

New features from the R1 2023 release.

January 2023

SSN field not mandatory anymore.

Formatting.

Mapping between Salesforce and Docupace Objects

Note

Warning: Only standard Account objects in Salesforce.com are supported “out-of-the box“. To integrate other custom or customized objects used by your Salesforce system will require initial analysis by the Docupace team.

See the full list of fields that are mapped between the systems in the appendix: Field Mapping for Salesforce Standard Objects

Accessing the Docupace Dashboard (Menu Item)

List of Features

With the Docupace integration release R1 2023, Advisors gain greater control of Docupace Work Items and Documents while staying within the Salesforce environment.

Here is the full list of integrated features:

  • Navigating from Salesforce to Docupace with a Single Sign-On (SSO)

  • On-demand synchronization of Salesforce Accounts to Docupace Client Folders

  • Viewing Docupace Documents directly in Salesforce UI with the Docupace Image Viewer

  • Replacing an existing Document with a new PDF or image

  • Uploading new Documents and indexing their Client Document Type

  • Viewing and adding Advisor Notes to Documents???

  • Viewing Event History for Work Items

  • Display the transition buttons for a task node

  • Access a work item in Docupace using the 'Open in Docupace' button

  • Display Docupace errors/warnings

  • Display task assigned to different user message

  • Display successful transition message

  • Resolve an error using the 'Fix this in Docupace' button

Once the integration is set up, Salesforce.com users can open their Dashboard on the corresponding Docupace site without providing additional log-on information (both systems are connected with a Single Sign-On (SSO)).

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Open any account or contact in Salesforce. Docupace items appear under the drop-down menu. Click the Docupace Dashboard menu item.

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The Docupace site will open directly to the Dashboard. You will see any work items assigned to you in Docupace or proceed to search for any items you require in the system

.

Tip

Troubleshooting: If prior to opening, the Docupace system asks for username and password, SSO might not be set up properly. Possible reasons:

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Audience: Advisors and Financial Professionals, who are users of Salesforce.com. Business Analysts and Developers who need to connect Salesforce.com to Docupace.

Info

Functionality: This is a general overview of the features that will become are available once with the Salesforce.com and Docupace integration is set up for your sitesrelease R1 2023.

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Creating a New Docupace Client Folder from an Account (Menu Item)

When accessing a Docupace Client Folder from Salesforce, the Docupace system will first check if such a Client already exists. If not, it will create it.

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Create a new account in Salesforce. Click Save.

Note: Only the Account Name field is mandatory.

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The new account object opens. Docupace items appear under the drop-down menu. Click the Docupace Client Folder menu item.

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The Docupace site will open to the Client Folder Details screen. You can add any additional information that is necessary. Click Save to create the Client Folder in Docupace.

Note: The following fields will be mapped and filled out from Salesforce values:

  • Company Name = the value entered in Salesforce

  • Client Type = Entity (for a Salesforce Account)

  • Client Status = Active

  • Business Type = default value that is set up on your Docupace site in the Business Types (151) domain

  • Rep = automatically will add the Rep Code(s) that are assigned to the user performing this action

See the full list of fields that are mapped between the systems in the appendix:

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The new Client Folder is created in Docupace. This also adds a CRM ID to the Client Folder, which allows synchronizing Salesforce values to this Client Folder in the future.

Creating a New Docupace Client Folder from a Contact (Menu Item)

When accessing a Docupace Client Folder from Salesforce, the Docupace system will first check if such a Client already exists. If not, it will create it.

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Create a new contact in Salesforce. Click Save.

Note: Name, Last Name and connected Account Name fields are mandatory.

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The new contact object opens. Docupace items appear under the drop-down menu. Click the Docupace Client Folder menu item.

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The Docupace site will open to the Client Folder Details screen. You can add any additional information that is necessary. Click Save to create the Client Folder in Docupace.

Note: The following fields will be mapped and filled out from Salesforce values:

  • Client Type = Person (for a Salesforce Contact)

  • Client Status = Active

  • Business Type = default value that is set up on your Docupace site in the Business Types (151) domain

  • First Name, Middle Name, and Last Name = the values entered in Salesforce

  • Gender = the value entered in Salesforce

  • Legal Address = the value entered in Salesforce for the Account that this contact works for

  • Email, Phone numbers = the values entered in Salesforce

  • Company Name = name of the Account that this contact works for, as entered in Salesforce

  • Rep = automatically will add the Rep Code(s) that are assigned to the user performing this action

See the full list of fields that are mapped between the systems in the appendix:

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The new Client Folder is created in Docupace. This also adds a CRM ID to the Client Folder, which allows synchronizing Salesforce values to this Client Folder in the future.

Opening and Synching Data to the Docupace Client Folder (Menu Item)

Note

Warnings:

  • Changes made to Client Folder details in Docupace (such as changes to phone numbers, addresses, etc.) are never synchronized back to Salesforce.

  • Changes made to account and contact entries in Salesforce are not automatically synchronized to Docupace. A user must open the Docupace Client Folder from Salesforce to run this synchronization.

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Open any account or contact in Salesforce and make changes to it (for example, add a new billing address). Click the Docupace Client Folder menu item.

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The Docupace site will open to the corresponding Client Folder screen. Existing Client Subfolders are listed in a separate section.

To view Client Folder Details, hover over the client name and click on the pencil icon in the pop-up menu.

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On the Client Folder Details screen, you can see that changes that were made in Salesforce are now propagated to Docupace.

Creating a Work Item with the Docupace Starting Point Transaction (Menu Item)

Salesforce users can create new Docupace Work Items directly from Salesforce.com.

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Open any account or contact in Salesforce. Docupace items appear under the drop-down menu. Click the Docupace Starting Point menu item.

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The Docupace system opens the wizard that helps you create a new work item (a Client Subfolder for a new account) that will contain respective documents (filled out forms and other attachments).

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Troubleshooting: In some non-standard cases there might be several Client Folders in Docupace that match information from Salesforce. In such situations, Docupace will show a message “Multiple Clients found in Docupace. Please select the correct one:“ and ask the user to choose which one of the Client Folders corresponds to the entry in Salesforce.

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Follow the steps offered to you by the wizard. These are described in more detail in the Starting Point Overview guide. Conclude the process by creating a new Work Item.

Note: Values that pertain to the client are automatically filled out from the Client Folder information that corresponds to the Account or Contact object in Salesforce.

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The new Work Item and it’s Documents are created in the Docupace system and are also shown in the Salesforce related lists apps - Docupace Work Items and Docupace Documents.

List of Docupace Work Items (App)

Docupace integration provides two apps that can be added to the Salesforce objects. How to customize these apps is described in section Adding Menu Items and Apps to Salesforce Lightning of this guide.

In Docupace a Work Item is usually created with the Starting Point wizard. It constitutes the creation of a new client account or some activity for account maintenance and may contain one or several documents - fillable PDF forms or scanned images of additional paperwork.

The Docupace Work Items app synchronizes and displays the list of these WIs.

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Open any contact or account in Salesforce. Docupace apps appear above the Open Activities section.

For an Account object, go to the Related tab:

Docupace Work Items app shows the count of items in parenthesis and lists the first six items.

Tip

Troubleshooting: If the app does not display any work items, it may be that the contact or account in Salesforce is not connected to the corresponding existing Client Folder in Docupace (the CRM ID is missing). Please click Docupace Client Folder in the drop-down menu to link the records in the two systems.

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Click View All link at the bottom of the app to open the full list in a new window. If more than four columns are configured for the app, also additional columns will become visible in the new window.

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Click the View link in the Work Item Detail column, to open the Work Item in the Docupace system.

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Click the View link in the Display Barcode column, to open the barcoded cover page for the work item. It can be printed and used for scanning and indexing additional account paperwork.

List of Docupace Documents (App)

The Docupace Documents app synchronizes and displays the list of all documents stored in Docupace as part of work items.

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Open any contact or account in Salesforce. Docupace apps appear above the Open Activities section.

Docupace Documents app shows the count of items in parenthesis and lists the first six items.

Tip

Troubleshooting: If the app does not display any documents, it may be that the contact or account in Salesforce is not connected to the corresponding existing Client Folder in Docupace. Please click Docupace Client Folder in the drop-down menu to link the records in the two systems.

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Click View All link at the bottom of the app to open the full list in a new window. If more than four columns are configured for the app, also additional columns will become visible in the new window.

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Click the View link in the Display Document column, to open the actual document in the Docupace system.

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Click the View link in the Display Barcode column, to open the barcoded cover page for the document. It can be printed and used for scanning and indexing additional account paperwork.