The HotDocs for Salesforce integration streamlines the document creation process by connecting your Salesforce organization directly to your HotDocs Advance instance. This allows users to generate complex, customized documents from HotDocs templates without leaving the Salesforce interface. The core of the integration involves mapping data from Salesforce object fields to variables within your HotDocs templates, which then pre-populates the document interview, saving time and reducing errors.
Key Components
The integration is managed through a dedicated HotDocs app within Salesforce, which includes the following key components for administrators and users:
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HotDocs Setup Tab: This is the administrative starting point for configuring the integration. Here, you establish the connection to your HotDocs Advance instance by entering your service account credentials.
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HotDocs Document Templates Tab: In this section, you create the mappings that link a specific HotDocs template to a Salesforce object (e.g., account, contract, or a custom object). For each mapping, you can specify which Salesforce fields correspond to the variables in your HotDocs template. This includes support for mapping data from related objects.
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Launch Interview Action: This is a custom quick action button, typically labeled "Launch Interview," that administrators add to an object's Lightning record page. This button serves as the entry point for users to initiate the document generation process from a specific record.
- HotDocs Interviews Related List: This related list is added to the record page layout of configured objects. It provides users with a complete history of all interviews initiated for that particular record, showing their status (e.g., 'In Progress', 'Complete').
General User Workflow
The process for an end-user to generate a document is designed to be efficient and intuitive:
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Launch the Interview and Select a Template: From a Salesforce record (such as an account), the user clicks the "Launch Interview" button. A window then appears, displaying a list of available HotDocs templates that have been mapped to that object. The user selects the desired template to initiate the interview.
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Complete the Interview: The HotDocs interview loads directly within the Salesforce interface. Fields in the interview are automatically pre-populated with the corresponding data mapped from the Salesforce record. The user reviews the pre-filled information, completes any remaining questions, and clicks "Finish".
- Access the Document: Once the interview is finished, the document(s) are generated and automatically saved back to the Salesforce record. The interview's status in the "HotDocs Interviews" related list changes to "Complete." The final document(s) can be accessed from the "Files" related list on the original record or by selecting "View Documents" from the interview record's action menu.
Navigate to HotDocs App
Go to the App Launcher (or waffle) and search for HotDocs.