Use Cases
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:
Action: Generates a document by combining a template with logic, typically leveraging Salesforce data.
Save:
Action: Saves the generated document directly in Salesforce for easy access and record-keeping.
Save & Send:
Action: Combines saving the document in Salesforce with the ability to send it to one or more recipients. Streamline your workflow efficiently.
Edit:
Action: Enables users to make edits to the generated document before finalizing it.
Approval:
Action: Facilitates the collection of approvals on the document, whether internal or external.
Signature:
Action: Allows electronic signatures on the document - internal or external.
Collect Information:
Action: Enables the collection of information from a third party via a form.
Here is a collection of sample use cases leveraging those building blocks:
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.
Tip: to streamline this process, sending the quote via email can be automated. See next workflow for an example.
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.
Tip: If the document and/or email does not require any preview, an API call could be leveraged to remove the need for a person to click on a button and review. Sending the quote could be 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.
Tip 1: Clauses can be used to make editing easier. Read more about Clauses here.
Tip 2: If during editing the sales rep realizes that the products included in the quote are not right, they can rectify the situation in 2 ways:
Go back to the Salesforce record, change the data and regenerate a quote
OR Amend the data directly in the quote document. These amends can be written back to Salesforce.
4. Get internal approvals
Master template: Blank with E-sign 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.
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 with E-sign 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.
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. Collect information
Master template: Blank with E-sign
License type: Engage
Use case: 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.
Tip: the questions asked in the form can be presented as free text input fields but also radio buttons, checkboxes, date pickers etc..
7. Generate documents in bulk
Master template: Blank with E-sign
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.