Getting Started with Process Builder – Part 94 (Bye Bye Manual Work – Auto create Quip folder, document and, attach it to a record!)

Getting Started with Process Builder – Part 94 (Bye Bye Manual Work – Auto create Quip folder, document and, attach it to a record!)

Last Updated on June 24, 2020 by Rakesh Gupta

–> Special thanks to Arnab Bose (VP, Product Management at Quip) and his team for providing Quip Enterprise access to me. 

Quip not only helps Sales teams to organize their work and integrate seamlessly with Salesforce. But, it also empowers the teams to be consistent, foster collaboration, and remain focused.

Quip is not only a collaboration tool but, it also has the capability to create slides, excel, sheets and connect with live apps, including Salesforce. Administrators can create a template, like a pre-sale discovery call, that everyone can use. The templates enable users to start a page with pre-populated values for a specific account, opportunity or a record for any object. Furthermore, users can take this a step further by creating templates with a set of filters like deal size, industry or add live apps like TaskRay into it. You can learn more about Quip here

collaboration-overview-device
Source- Salesforce Website

With Summer’19 you can auto-create Quip Folder, document and add it to a record based on your business requirement. No need to create a Quip document first and then, manually associate it with a record. 

Let’s take a business use case to understand the concept – how can one auto-create a quip document and associate it to a record?

Business Use case

Suzanne Schneider is working as a System Administrator at Gurukul on Cloud (GoC). Suzanne is an experienced Salesforce Administrator and is proficient at using automation to eliminate manual processes.

Users at GoC use Quip document at the account level to improve reps’ productivity. However, they face the following challenge – whenever an account owner creates an account with Type Technology Partner, s/he has to manually perform the following tasks related to Quip: 

  1. Create a Folder in Quip for each new account.
  2. Create a separate Quip document for each new account.
  3. Associate the quip document to the account. 

Let us help Suzanne to automate the above business requirement.

A solution for the above business requirement

Until now, the manual approach was one, and the only solution. But, starting Summer’19 release, we can use Process Builder and Lightning Flow  to solve the above business requirementAnd, we will!

Before trying to understand the technical aspect of the solution, let us spend some time to understand the general flow at a high level. Please spend a few minutes to go through the following flow diagram and understand it.

Screen Shot 2019-06-16 at 9.33.04 PM

To create and associate a Quip document with a record we will use Lightning Flow. Then we will use Process Builder to launch the Flow whenever account Type equals ‘Technology Partner’

Follow the instructions below to solve the above business requirement:

  1. Navigate to Setup (Gear Icon) | Setup | PLATFORM TOOLS | Process Automation | Flows.
  2. Click on the New Flow button. This will open the Flow canvas for you. Create a few variables in the Flow, as shown in the following table: 
    Name Variable type Input/Output type
    varTAccountId Text Input and Output
    varTAccountName Text Input and Output
    varTQuipLink Text Input and Output
    VarTFolderId Text Input and Output
  3. We will pass the value to {!VarTAccountId} and {!VarTAccountName} variables through Process Builder.
  4. The next step is to create a folder for the account to save the Quip document specific to the newly created account. For this, we will use the Create Quip Folder Core Action element. Now follow the steps as shown in the video:
  5. The next step is to create a Quip document for the account record. For this, we will use the Create Quip Document Core Action element. Now follow the steps as shown in the video:
  6. Next, we will use another Core Action – Attach Quip Document To Record – to associate newly created Quip document to an account record. Now follow the steps as shown in the video:
  7. Use connectors to connect the elements used in the Flow. Finally, your Flow will look like the following screenshot:Blog 94 - 14
  8. Once done, Save the flow and name it Create and attach quip document, with Type: Autolaunched Flow. Do not forget to activate the Flow by clicking on the Activate button.

Launch a Flow from Process Builder

Our next task is to create a Process Builder on the Account object to start a Flow. To create a Process Builder on the Account object follow the instructions below:

  1. Navigate to Setup (Gear Icon) | Setup | Process Automation | Process Builder, to create a new process from scratch, click on the New Button available on Process Management page. A popup will appear where you have to enter the Name (Use ‘Auto create and attach quip document’ as the name)API Name and Description as shown in the screenshot below:Blog 92 - 3
  2. Once you are done, click on the Save button.
  3. Click on the Object node to add object and then select the Account object. For the entry criteria, select only when a record is created, as shown in the screenshot below:Blog 94 - 4
  4. Once you are done, click on the Save button.
  5. The next task is to add Process Criteria, so that process will only fire when the Account Type is ‘Technology Partner’. To do this click on Add Criteria, enter Name and Type of action, follow the instructions below:Blog 94 - 5
  6. Once you are done, click on the Save button.
  7. Now we have to add an Immediate action into the Process to create and associate quip document to the record. Click on Add Action (Under Immediate actions), Select the type of action (In our case Flows), and then fill the values into fields to define the action – as shown in the following screenshot:Blog 94 - 6
  8. Once you are done, click on the Save button. 
  9. In the end, your Process will look like the following screenshot:Blog 94 - 7
  10. Do not forget to activate the Process by clicking on the Activate button.

Next time, when a user creates a new account where the Type is ‘Technology Partner, the process we created (Using Process Builder) will fire and, it will auto-create a quip document and auto associate it to the account record. 

 

Blog 94 -10.1

Note: – I am grateful to Resco.net and Taveza for sponsoring my blog.

Proofreader: - Munira Majmundar

 

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6 thoughts on “Getting Started with Process Builder – Part 94 (Bye Bye Manual Work – Auto create Quip folder, document and, attach it to a record!)

  1. Hi Rakesh, thanks for posting this. One quick question, i was looking for a way to add a Quip Template to this Flow. I want to be able to specifiy a Quip template when creating a document from Salesforce. Is it possible?

  2. Do you know if it’s possible to use the Live App feature with flows? i.e create a new quip doc with Live Data from the Salesforce Record?

  3. nice article. have you tried to use the move document to folder action? I am stumped at the moment as i keep getting a

    Error Occurred: Missing argument ‘member_ids’

    when trying to move a document from a private location to a shared folder in quip…..

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