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Add note about uploading to deleted folder. See ticket 3077

DocuFetch provides end-to-end document management by providing a way to:

  • Create a request asking for particular documents to be uploaded

  • Send the request link to a user outside of Salesforce, which will provide an upload button for each requested document

  • Allow the user to upload one or more documents, including documents that are pre-filled in via merge fields and documents that have been signed via e-signature by the user

  • Approve or reject the received documents, and request another document if one is rejected

  • Store the user-uploaded documents in S-Drive

  • Create document request templates to be used over and over again

Requirements

Overview

Requesting Documents

Let’s say you run a company that provides temporary workers for other companies. You need applicants to submit several different documents to your program:

  • Application

  • Driver’s license or other ID

  • List of references

  • Resume

  • Sign a pre-filled background check form

With DocuFetch, you can create a Request template that has each of those items in it. You can then use the template to create a Request, and send the Request link to an applicant, asking them to upload the required documents. When you receive the documents, you can take a look at them and either accept them or reject them. If rejected, you can send the request back to the applicant and ask them to try again.

When the documents are uploaded, they are stored in S-Drive for easy, organized access.

Providing Documents Requested

When the requestee receives a DocuFetch request link, they can click the link and see a page with each item that is requested. For each item they can click the corresponding button to complete the request--upload, fill in form, or e-sign.

They will see a progress bar for the request and a status for each item as they complete the request.

Configuring DocuFetch on Salesforce

Edit the Lightning Record Page of an object you want to use DocuFetch with. In the example, we’ll use Account.

Drag the SDrive DocuFetch component onto the Page.

Click into the component and fill in the configuration.

  • Title: The heading that will show on the component. If blank, the heading will be DocuFetch Requests

  • File Object Prefix: For S-Drive out-of-the-box objects (Account File, Case File, Contact File, Lead File, Opportunity File) this will be cg__. For Custom object files, it will be blank

  • File Object Name: the S-Drive File object where DocuFetch files will be stored, such as AccountFile__c.

  • Parent Object Relationship Name: The API name of the lookup field from Document Request object to the object you’re relating it to. In this example, we’re using DocuFetch on Account, so the lookup field is cg__Account__r.

Save the settings and Go Back to the Account Page. Now you’re ready to create a Request Item.

Creating a Request

On the Request component, click the + icon and “Create New Request”

  • This will open a page where you will create Request Items to add to the Request. For example, one Request might have 3 Request Items.

  • Fill in the fields to create a Request Item and add it to the Request.

  • When you’ve added all the Request Items, click Create New Request. You could also choose to save the Request as a Template and use it to create new Requests.

Now you will see the Request on the Request component. You can copy the link and email it to the Requestee, edit the Request, or delete the request.

Sending the Request to a Requestee

To send the request to someone, click the clipboard icon next the request to copy the link. Paste it into whatever form of communication you want to use to send it out.

When the Requestee clicks on the link, they will see a page with each request item.

The Requestee can click Upload and upload their documents.

As documents are uploaded, the Requestee will see progress

The Requestor in Salesforce will also see progress.

Approving Documents

Once files are uploaded, the Requestor in Salesforce can approve or reject the documents. This can be done even if not all the documents have been uploaded. The Requestor can click the Request as soon as there is progress, and will see each item listed. Items that have been submitted can be approved or rejected by clicking on the eye icon.

If a document is rejected, you have the Requestor has the option to delete the original file, keep it and allow the replacement to be a separate file, or keep it and have the replacement be a new version of the original file.

Editing a Request

On the main page, click on the pencil icon next to a Request to edit it.

Then you can add items or edit or delete existing items.

For questions and more information, please contact us at sdrive@cyangate.com

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