pdf generator - quote and opportunity guide - … generator - quote and opportunity guide ... strip...

Website: www.gocloudz.com | Contact Us: [email protected] | FAQ: http://www.gocloudz.com/faq

PDF Generator - Quote and Opportunity Guide

Contents Design Template .................................................................................................................................................................................................................. 4

Add “PDF Templates” Tab ............................................................................................................................................................................................... 4

Overall style ..................................................................................................................................................................................................................... 5

Header ............................................................................................................................................................................................................................. 6

Title .................................................................................................................................................................................................................................. 7

T&C .................................................................................................................................................................................................................................. 8

Footer .............................................................................................................................................................................................................................. 9

E-Signature .................................................................................................................................................................................................................... 10

Section/Related List ...................................................................................................................................................................................................... 11

Columns ..................................................................................................................................................................................................................... 13

Aggregate Fields ............................................................................................................................................................................................................ 14

Clone Template ................................................................................................................................................................................................................. 15

Preview Template ............................................................................................................................................................................................................. 16

Create, View, and Email PDF ............................................................................................................................................................................................. 18

Recipients ...................................................................................................................................................................................................................... 19

E-Signature Status ......................................................................................................................................................................................................... 20

Email/E-Signature PDF .................................................................................................................................................................................................. 21

Watermark .................................................................................................................................................................................................................... 25

PDF Automation ................................................................................................................................................................................................................ 26

External Attachments .................................................................................................................................................................................................... 26

Auto Generate PDF........................................................................................................................................................................................................ 28

Default Recipients ......................................................................................................................................................................................................... 29

www.gocloudz.com

mailto:[email protected]

http://www.gocloudz.com/faq/#tab-QuotePDF



Product Bundle / CPQ ....................................................................................................................................................................................................... 30

Remote Site Settings ......................................................................................................................................................................................................... 31

www.gocloudz.com





Tips

- Please use this website to get the Hexadecimal code for color bit.ly/36KFwk

- All rich text fields can include merge fields. Format for merge fields is {!ObjectName.FieldName}. For example o {!Opportunity.Name} for opportunity name o {!Lead.custom_field__c} for any custom field on Lead object o {!Opportunity.Account.Name} for name of account related to opportunity

- Depending on field type, merge fields can be formatted using these special functions o .Date : strip time from DateTime fields. For example {!CreatedDate}.Date o .Currency : show currency field as per user locale. For example {!TotalPrice}.Currency o .Number : show number field as per user locale. For example {!Total_Quantity__c}.Number o .Checkbox : show checkbox for Boolean fields. For example, {!IsPrivate}.Checkbox o -PageBreak- : include page break on PDF o Page# : show page numbers on PDF

- To display multiple field values in single cell, build the necessary formula field on that object and provide the “API Name” for this new field. For example, to display product name and description in single cell build a simple formula field on Product object to concatenate these 2 fields

- You can use Microsoft word for advanced styling. For example, table, merging rows/columns etc. - Object and field API name

o Standard Object http://www.salesforce.com/us/developer/docs/api/Content/sforce_api_objects_list.htm o Custom Object:

Go to Setup >> Under "Build," click Create | Objects

Click the object name, click Fields >> Check for "API name" column

PDF Generator will work seamlessly for users licensed for CPQ / Product Bundle (Kits). Please see AppExchange listing for more details. Need help configuring templates? Our experience will help you save time. Engage our services team for template design and

e-signature configuration. For more information, please contact us at [email protected]

www.gocloudz.com



bit.ly/36KFwk

http://www.salesforce.com/us/developer/docs/api/Content/sforce_api_objects_list.htm

https://appexchange.salesforce.com/listingDetail?listingId=a0N30000007r2QFEAY&tab=r

https://appexchange.salesforce.com/listingDetail?listingId=a0N30000007r2QFEAY

mailto:[email protected]?subject=Need%20help%20with%20Quote%20PDF



Design Template

Follow below steps to start creating template as per your business requirement.

Add “PDF Templates” Tab

- Click the “+” >> “Customize My Tabs” to add “PDF Templates” tab to an existing application - Click on “PDF Templates” tab and click “Go” to see sample template installed. You can choose to modify this or click “New” to

start from scratch

www.gocloudz.com





Overall style

- Provide appropriate name so end users can easily identify the template - You can generate professional documents for any standard and custom object. Please edit “Object” field to add object name if

you do not see it already - “Active” flag indicates if end users can start using this template for generating PDF documents - Generate PDF in various sizes via “Page Size” field. You can also provide custom page size. Hover over the help icon for more

info

- Choose appropriate Font and Color. Specify Row Color (odd) and Row Color (even) to have alternate row color for section items

After the template is configured - See page 14 on how to clone it

- See page 15 on how to preview it

www.gocloudz.com





Header

- Header will be shown at the top, for all the pages in PDF - You can include merge fields in header. For example to display quote name and contact name, include {!Name} and

{!Contact.Name} respectively - Adjust the “Margin” if header contents are not shown properly. This may happen if you have large logo in header - Choose Font Color and Size to format header contents

If the logo or images are not on Salesforce server, make sure you configure remote site. See page 27 of this guide. This is one time activity to show all your logos and product images from external server

www.gocloudz.com





Title

Title is the 1st page of your template. You can include your company logo, product images, high level summary of the quotation like

whom the quote is prepared for, contact person, etc.

- You can pull in data from any object related to “Object” for which template is configured. For example for Quote template, you

can use {!Contact.Name}, {!Name}, {!Opportunity.Name}, {!Account.Name}, {!CreatedBy.Name}

- You can choose to hide header and footer on title page

www.gocloudz.com





T&C

- Although it says, T&C, you can have any information that needs to be displayed at the end - To have page breaks within T&C, include -PageBreak- tag - You can also have dynamic t&c based on region, products, contract, etc.

www.gocloudz.com





Footer

- Footer will be shown at the bottom, for all pages in PDF - Just like other rich text fields, you can include merge fields in footer too - To display page number, include Page# tag - Adjust the “Margin” if footer contents are not shown properly - Choose Font Color and Size to format footer contents

www.gocloudz.com





E-Signature

- If you are using DocuSign, you can send the PDF for e-signature. Just provide appropriate tags in the template - You can include e-signature tags in any rich text fields - In above example there are 2 signers. When PDF is sent, both recipients will get an email along with pointer on where to sign.

All activity is tracked in Salesforce in real time - Following DocuSign tags are supported

o Sign o First Name o Last Name o Initials o Date

Additional configuration required in your DocuSign and Salesforce orgs. Please contact us at [email protected] if you plan to use e-signature feature.

www.gocloudz.com






Section/Related List

- Section Title is displayed at top of the table which makes it easy to identify the contents. You can style the title with help of

Title Align, Font Color, Background color and Font Size

- Order – If you have multiple sections, you can choose the display order

- Object Name and Field Name: Related object from which the data is pulled from. For example, QuoteLineItem, Tasks, Assets,

or any other custom object related to “Object” on Template

www.gocloudz.com





- Formula – Group products by any custom or standard field. For example, Hardware and Software products in 2 different

sections. Each section can have its own set of columns and styling. Provide necessary formula to show the data into logical

sections as per your business needs. Keep formula field blank if you do not need multiple sections

- Additional Info: Text to be displayed after the section. This can be static or dynamic info using merge fields

- Display on new page - Each section can be displayed on new page. For example, hardware products with subtotal on one page

and software products along with subtotal on another

- Aggregate fields as separate section? - Each section can have its own set of aggregate fields. For example, Subtotal or average

discount for each section. Summarized info can be show within table or on next line

- Bundle View? and Group Bundles: Applicable if you are using Product Bundle app. Allows you to display bundles in various

format. For example, compare multiple bundles, hide item pricing and just show package price, etc.

-

You can prevent certain items from being displayed on PDF. Just select “Do not show on PDF” flag on the record. If you do not

see this field, ask your system administrator to make it available to you

www.gocloudz.com





Columns

- API Name - Specify API name for the object/related list you need to display on the PDF. Each of this field will be converted into column with “Label” as column header. To pull data from related object, specify the relationship for example PricebookEntry.Product2.Family

- Group By - Create sub sections based on custom or standard field. For example, Recurring Cost, One Time Cost, etc. - Aggregate Label - Summarize line item fields. Aggregate value for these fields will be shown at end of that section

- Aggregate Type – Select summary type - Sum, Min, Max, Avg, or Append - Field Type – Display format for summary fields – Currency, Number, Percent, or String - You have total control over styling of each of these columns and rows. You can highlight certain columns within the section.

For example, Discount in green

www.gocloudz.com





Aggregate Fields

- Aggregate fields will be shown after last section and before T&C. This is the best location to display total discount, price, shipping and handling, vat etc.

- API Name – Field API name for the Object selected on Template - Style the section with help of Font Color and Font Weight - Order the fields in which they need to be displayed on the PDF

www.gocloudz.com





Clone Template

You can now easily make copies of template along with section and columns. Click “iClone” button to clone entire template. Similarly,

you can click “iClone” on the section to clone the section within the template.

www.gocloudz.com





Preview Template

Click “Preview” button to preview once template is configured. You can select any existing record to preview. If the preview looks good, you can activate the template so end users can start using it

www.gocloudz.com





www.gocloudz.com





Create, View, and Email PDF

Below steps are for Quote record, you can follow same steps to create PDF for any other object in Salesforce. Edit Quote page layout to add items highlighted below. Skip items in green if you are not using DocuSign.

www.gocloudz.com





Recipients

- Each record will have its own set of recipients. Recipients can be existing contacts or users within the org. to whom this PDF

will be emailed or sent for e-signature

- Recipients can be added automatically or click “New Recipient” to add them manually

- If you are using e-signature, you must also provide Signer Role and Order

o Signer Role – identifies where the user needs to sign on the PDF. See E-Signature section on page 9 to get an idea

o Order – in which the documents should be received. In above example after GoCloudz User signs the document, email

will be sent to John Bond. Provide same order number, if all the recipients can sign the documents at same time

You can automate recipients for each object, so users do not have to manually enter them. For example, opportunity owner as 1st

recipient, contact on quote as 2nd recipient, etc. Please see page 25 on how to configure default recipients.

www.gocloudz.com





E-Signature Status

If you are not using e-signature, please skip this step.

- Track all e-signatures in real time right within Salesforce. Quick glace will give you complete picture of that envelop, like what is the overall status, when did each user sign the document, etc.

Additional configuration required in your DocuSign and Salesforce orgs. Please contact us at [email protected] if you plan to use e-signature feature.

www.gocloudz.com






Email/E-Signature PDF

Below steps are for quote record, you can follow exact steps to generate PDF documents from any object. - Create PDF and Email – View and send the PDF as an email attachment to recipients. You can use email template if you have

one. Once the email is sent, you will see the history on the quote record - Create PDF and E-Signature – Required only if you are using DocuSign. View and send the PDF for e-signature to recipients.

The order in which they would receive email and location to sign is as per recipient list on the quote record. Once email is sent, you can track status of each recipient in “E-Signature Status”

www.gocloudz.com





www.gocloudz.com





Watermark

You can easily have watermark on the PDF. Just provide the URL of watermark in “Watermark” field. Watermark can be stored

externally or on Salesforce server. If you do not have watermark already, you can create it online. There are many websites that allow

you to create free watermarks. Here is link to one of them http://www.picmonkey.com/blog/claim-your-artistry-by-adding-a-

watermark/

You can also automate watermark using Salesforce workflow rules. For example, if quote status is draft, have a watermark. Once

approved, remove the watermark.

www.gocloudz.com



http://www.picmonkey.com/blog/claim-your-artistry-by-adding-a-watermark/

http://www.picmonkey.com/blog/claim-your-artistry-by-adding-a-watermark/



PDF Automation

PDF Generator being native force.com app, you can automate using standard workflow rules. Besides that, below are few of the

options built into the app that will save time for your users.

External Attachments

Quite often Sales Rep copy paste product, region, opportunity specific information from external source. This not only increases time to send the proposal to your end customer, but also increases chance of sending wrong info. You can now avoid manual copy paste and automate the process with help of “PDF Attachments”. It is 3 step process

- Go to “PDF Attachment” tab to add content specific to product, region, or whatever is the business case. This is onetime activity to get all external content in Salesforce

- Link above content to the record. You can user ProcessBuilder rules to automate this process. For example, automatically link

“GenWatt Diesel” content if quote contains those products

www.gocloudz.com





- Finally reference this field anywhere on the template just like any other merge field. This is onetime activity too

Note: If you do not see attachment field, please ask your system admin to create “PDF Attachment” lookup field on the object, API

name must be GoCloudz_Attachment_1__c and GoCloudz_Attachment_2__c

www.gocloudz.com





Auto Generate PDF

Save time for your sales rep and define “Template Rules” to auto generate PDF based on your business logic. For example, auto select

correct template depending on type of opportunity and save the PDF once the opportunity is marked as Closed/Won or quote is

approved. Criteria can be defined for any object and any field.

To review default rules, go to “Template Rules” and click go. Click “New Template Rule” to enter new rule or click “Edit” to modify

existing one.

Note: Template rules are evaluated in the order you define. It will pick template from 1st matching criteria. Make sure you order rules

correctly

PDFs can sometime take few seconds to appear. Please refresh the page if you do not see PDF attached automatically. If you still do

not see PDF, please ask your system admin to verify “Remote Site” in Setup menu

- Go to Setup >> Security Controls >> Remote Site Settings to define one - If you have enabled communities, you can add site URL as “https://MyCompany.my.salesforce.com” where “MyCompany” is

name of your community

www.gocloudz.com





Default Recipients

PDF Generator allows you to automatically create recipients for any object in your Salesforce org. These recipients will be added to

“Recipients” list when new record is created. Go to Setup >> Develop >> Custom Settings >> Default Recipients >> Manage to

configure

Click “New” to define new set of recipients for particular object or click edit to update existing one. Enter one recipient (user/contact

field) on each line, hit enter to add next.

www.gocloudz.com





Product Bundle / CPQ

Product Bundle/CPQ simplifies the process of adding related products and services. You can define pricing rules - volume and attribute

based pricing. Once bundles are added to quote, there are various options to show them on PDF.

Note: Product Bundle is not part of PDF Generator subscription and sold separately. For more details go to:


Group bundle items to show package pricing

Compare multiple bundles

www.gocloudz.com







Remote Site Settings

Salesforce recommends storing all the media under documents folder. Sometimes this may not be possible and you want to pull images from local server or website. Please follow below steps if you have referenced any images or logo outside of Salesforce, otherwise it may not show properly on the PDF.

- Go to Setup menu >> Administer >> Security Controls >> Remote Site Settings >> New - Enter remote site name, URL (for example http://MyCompany.com), mark it Active and click Save

We hope this guide helps you in configuring quote templates. Please contact us at [email protected] if you have any questions

or need further assistance with the app.

www.gocloudz.com



http://mycompany.com/


pdf generator - quote and opportunity guide - … generator - quote and opportunity guide ... strip...

Documents