What You Can Do With Documill
Welcome to the diverse capabilities of Documill Dynamo! Discover the unlimited possibilities for optimizing your document processes. Below are some popular use cases and a set of fundamental building blocks. For a personalized consultation, please reach out to our expert consultants at support@dynamo.com.
Building Blocks
Documill Dynamo is as flexible as document generation tools come. It is designed to accommodate any document-centric processes on Salesforce and can be tailored to fit the most exotic business needs. However, one needs some structure, so here is a non-exhaustive list of the main generic building blocks you can work with:
| Generate:Generates a document by combining a template with logic, typically leveraging Salesforce |
 | Save:Saves the generated document directly in Salesforce for easy access and record-keeping. |
| Save & Send:Combines saving the document in Salesforce with the ability to send it to one or more |
 | Edit:Enables users to make edits to the generated document before finalizing it. |
 | Approval:Facilitates the collection of approvals on the document, whether internal or external. |
 | External Collaboration:Redline and comment collaboratively with an external party. |
 | Signature:Allows electronic signatures on the document - internal or external. |
 | Collect Information:Enables the collection of information from a third party via a form. |
 | Email Output:Instead of generating a document, generate an email and send it out. |
 | API:Trigger document generation seamlessly either individually (task API) or in bulk (Batch API). |
Sample Use Cases
1. Generate and Save
Master template: Any
License type: Standard or Engage
Use case: A sales rep generates a quote and previews it. If the sales rep is happy with the quote, they can save it in the relevant Opportunity record in Salesforce. The Sales rep then sends the quote via Outlook to the customer. See Quotes and Offers for more information.
Tip: With Documill, you can generate documents in PDF but also in Office formats: Word, Excel and PowerPoint: Introduction to Office Output templates. Some use cases we love to include:
Price lists - generate a custom price list in Excel for a customer
Deal summaries - generate a PowerPoint to summarise a deal and submit it to an internal committee for a “bid-no bid” review
Proposals - generate a visually striking PowerPoint to present your Salesforce offer data
Marketing plans - generate marketing plans in PowerPoint or Excel format
2. Generate, Save & Send
Master template: Any
License type: Standard or Engage
Use case: A sales rep generates a quote and previews it. If the sales rep is happy with the quote, they can choose to send it to the customer. The quote will also be saved in the relevant Opportunity record in Salesforce. See Quotes and Offers for more information.
Tip: If the document and/or email does not require any preview, an API call could be used to generate and send the document automatically, triggered by a status change in the Salesforce Flow for example. Read more about API calls here.
3. Generate, Edit, Save & Send
Master template: Any
License type: Standard or Engage
Use case: A sales rep generates a quote and previews it. The sales rep can edit the document by adding a personalized greeting to the customer, for example. The sales rep can then send the quote to the customer. The quote will also be saved in the relevant Opportunity record in Salesforce. See Quotes and Offers for more information.
Tip 1: Clauses can be used to make editing easier. Read more about Clauses here.
Tip 2: You control what sections of the generated document are editable by the end users. You can also control which user groups can edit a specific piece of text - for example, you can restrict the editing of legal terms to the legal team only. Read more here.
Tip 3: If during editing the sales rep realizes that the data being pulled in from Salesforce needs updating (for example, there is a mistake in the name of a product), there is no need to start from scratch. They can:
Go back to the Salesforce record, change the data and simply refresh the quote
OR Amend the data directly in the quote document. These amends can be written back to Salesforce. This seamless two-way sync ensures both the document and Salesforce are fully aligned, saving time and preventing manual data entry errors.
4. Get internal approvals
Master template: Blank or Leap Project
License type: Engage or Leap
Use case: A sales rep generates a sales offer. They preview the document and make a few edits, then assign it for approval by the sales manager. Once the sales manager has approved the document and made further edits if required, the document is assigned back to the sales rep, who can then send it to the customer with the click of a button. See Contracts and Agreements for more information.
Tip: Template logic can be set up so that approvals are only sought for offers exceeding a certain value, for example, 10,000 euros.
5. Send for Signature
Master template: Blank or Leap Project
License type: Engage or Leap
Use case: A sales rep generates a sales agreement. They preview the document and make a few edits, then assign it for approval (see previous workflow). Once the internal approval has been obtained, the document is automatically sent for signature to the right signatories. See Contracts and Agreements for more information.
Tip: The external signer (the customer) can be given the opportunity to review the document first. If they are not happy with it, they can request changes to be made, in which case the agreement is sent back to the sales rep. If they are ready to sign, they can proceed directly to the signing step.
6. Collaborate externally
Master template: Leap Project
License type: Leap
Use case: A sales rep generates a sales agreement. They preview the document and make a few edits, then send it to the customer for review. During the negotiation process, both parties take turns redlining and commenting the document and eventually sign it after the final version has gone through internal approval. See Contract Negotiation for more information.
Tip: The status of the contract (In review, Pending Approval, Pending Signature etc) can be automatically reflected in the status of the relevant Salesforce opportunity.
7. Collect information
Master template: Blank
License type: Engage
Use case 1 - Additional Questions to Customer: A sales rep creates a quote and sends it to a customer. Once the customer has viewed the quote, they are presented with a form to fill out information related to the order: for example, their VAT ID number and invoicing email address. Once filled out, the information is updated directly in the relevant fields of the Salesforce object.
Use case 2 - Sending out a Form: A customer agent sends out an Onboarding Form to a new customer, to collect all the relevant information that is required to assist and invoice the customer in the future. The customer fills out the form and answers are written back to Salesforce. See Customer onboarding form for more information.
The difference between Use case 1 and 2 is that
In Use case 1, a document is sent to a customer and the form is presented to them through a screen after they have viewed the document. This is perfect if there is a need to ask a few additional questions.
In Use case 2, the form itself is sent to the customer. This is perfect for pure data collection, and this use case supports a long list of questions.
Tip: the questions asked in both use cases can be presented as free text input fields but also radio buttons, checkboxes, date pickers etc…
8. Generate, edit, send - Email Output
Master template: Blank
License type: Standard or Engage
Use case: A customer service team manages case correspondence from Salesforce Service Cloud with ready-made templates. See Email To Case for more information.
Tip: You can include an approval process so that emails go through internal review for key customer accounts or in complex situations.
9. Trigger document generation automatically
Master template: Blank or Engage
License type: Standard or Engage + task API calls
Use case: A sales rep marks an Opportunity as Closed in Salesforce. An Order confirmation is instantly sent to a customer. See Order Confirmation for more information.
10. Generate documents in bulk
Master template: Blank or Engage
License type: Standard or Engage + batch API calls
Use case: A sales rep generates a letter for each customer in the customer base to inform them about a price change. With one click, all the letters are created and either saved on Salesforce or directly sent to each recipient. See Bulk Generation for more information.