Last Updated on May 22, 2025 by Rakesh Gupta

In today’s digital-first environment, effective data collection is crucial to the success of any Salesforce implementation. Whether you’re collecting data in the field, via mobile forms, or automating internal processes, Salesforce provides multiple options – each tailored for different levels of complexity and use cases. This article highlights four key options to consider:

1. Salesforce Flows
2. Field Service Data Capture
3. 3rd party solutions, and
4. Forms App by SharinPix

There will be one that fits your needs, depending on the depth of the project and the expected usage level. 

Efficient data capture in field work is paramount for enhancing productivity and ensuring high-quality data post-inspection. The tools utilized by field teams play a pivotal role in achieving these objectives. Salesforce offers a variety of options for data capture, each with unique features and benefits. This article delves into four primary options: building an interactive experience in flows, Salesforce Data Capture for Field Service, various options from Salesforce AppExchange, and the Forms App by SharinPix. Adopting next-generation data capture solutions can significantly improve field operations, making it essential to understand the possibilities and limitations of each option.

Salesforce Data Capture for Field Service is a robust solution designed to streamline data collection processes. It is expected to be available for users in the near future, providing enhanced capabilities for field service operations.

Options for Data Collection in Salesforce

1. Building an Interactive Experience in Flows: This option allows for customizable fields that reflect the Salesforce data model and can be used across desktop, Salesforce mobile app, and Field Service mobile app.
2. Salesforce Data Capture for Field Service: This includes various components like address input, checkboxes, date/time selectors, and file uploads, supporting multiple data entry types for comprehensive data collection.
3. Various Options from Salesforce AppExchange: These offer customizable solutions depending on the app, potentially providing advanced features like photo/video capture and annotations.
4. Forms App by SharinPix: Specializing in offline mobile forms, this app allows for capturing photos, videos, scanned documents, and floor plans, along with AI extraction from photos and barcodes.

Let’s take a deep dive into each of these four options.

Option 1: Building an Interactive Experience in Flows

Known to all Salesforce users, Flows offer an easy solution to build an interactive experience for field users to collect basic data. Flows offer customizable fields that reflect the Salesforce data model and can be set up by the admin. This option can be utilized on desktop, Salesforce mobile app, and Field Service mobile app, providing flexibility and ease of use, particularly for use cases that do not change often.

However, this option is limited to basic use cases and is not customizable by the end user. It may also lack advanced interactive features, which could be a drawback for more complex data capture needs, such as image or video capture, adding sketches onto a template, or gathering signatures.

Option 2: Salesforce Data Capture for Field Service

Data Capture for Salesforce Field Service is a new set of functionalities available to Salesforce Field Service licensees that allows end users to conduct inspections in the field. It supports multiple data entry types for comprehensive data collection, including address input, checkboxes, date/time selectors, and file uploads. However, it is important to note that a field service license is required to use this feature, which can be a benefit or a hindrance depending on your implementation.

Data Capture improves the field experience for technicians through a form-like user interface that is opened via the Salesforce Field Service Mobile App. It offers easy form creation and offline functionality that works similarly to Salesforce flows. Forms can be saved and returned to later for completion, providing flexibility and convenience.

Once the technician is back from the field, they will be able to access the data from their inspection in the back office. In the 2025 Summer Release, the responses are still shown in a JSON format. Take a look at this image for more details:

1. Associated form
2. Form responses stored in JSON format
3. Status of question and answers processing 
4. Errors during processing of questions and answers

Despite its benefits, Salesforce Data Capture for Field Service is not optimized for iPad usage. It also has limitations on file/image uploads, allowing only a total size under 100 MB (which can be easily reached with 20 photos or fewer, depending on the image quality to upload). Additionally, it does not support PDF result generation and has a JSON response size limited to 131,072 MB. This option works well for simple data collection use cases where a flow won’t suffice. Still, it may not be suitable for high levels of data collection, multiple form types, or advanced features like extensive image capture and video.

Option 3: Various Options from Salesforce AppExchange

When you have needs that can’t be met by building flows or relying on Salesforce Data Capture’s existing capabilities, the Salesforce AppExchange offers a wide range of customizable solutions. These options may provide advanced features like photo/video capture and annotations, making them more suited to specific use cases.

However, the overwhelming number of options (417 current search results, as seen in the photo below) can be confusing, and existing limitations in third-party apps may hinder user adoption. Despite being given a new tool, users may still rely on other digital habits, wasting time in the field. For example, if an app isn’t made to fit the habits that a user already has, they may default to their old habits to make the job easier, such as taking photos on their camera roll and attaching them to the record later via desktop instead of using built-in capture.

When choosing an app from the AppExchange to satisfy your data collection needs, consider what elements are essential to your use case. For example, if you need photo evidence, a photo-powered solution may be a priority in your decision-making.

Option 4: Forms App by SharinPix

The Forms App by SharinPix allows for capturing photos, videos, scanned documents, and marking-up or annotating templates like floor plans. The app features an easy drag-and-drop form building experience with no image/file size or type limitations. Not to mention, it all works entirely offline. 

SharinPix’s capabilities extend beyond simple image and video capture. The platform’s AI-driven features, such as AI Magic Fill, allow for the automatic extraction and processing of critical information from visual data. For instance, during vehicle inspections, the AI can quickly identify and record Vehicle Identification Numbers (VINs) from photos, significantly reducing manual entry errors and saving time. This seamless integration into Salesforce workflows empowers field teams and administrators to enhance data accuracy and operational efficiency.

The UI of SharinPix’s Mobile Offline Forms is more compact and natural than Field Service’s Data Capture or AppExchange’s other solutions. For example, a technician will be able to access nearly 3x as many questions on a single screen in SharinPix Forms vs. Data Capture, leading to less scrolling and searching for questions. See this example:

After the technician is done in the field, their inspection results can be retrieved in Salesforce as question and answer fields and as a shareable PDF summary, which can be easily sent to clients or other stakeholders. 

Flexibility is key with SharinPix Mobile Offline Forms, as forms can be quickly designed by an admin in a drag-and-drop builder. Further, forms can be edited by power users, freely adding sections (rooms, deficiencies, projects) as they discover a job site or location. 

It’s also easy to integrate multiple forms into screen flows for either Salesforce users or Field Service mobile users. Further, the admin can create links that trigger the use of a form to collect data to be saved in specific Salesforce record, which can be used by someone who doesn’t Salesforce access. Allowing exeternal users to use the form to fill in your Salesforce with data, capture photos, videos and more.  

To learn more about SharinPix Offline Forms, take a look at this video demo:

 

Choosing the Right Field Data Collection Tool

In closing, each option for collecting field data in Salesforce has its unique possibilities, benefits, and limitations:

1. Building an Interactive Experience in Flows: Suitable for basic use cases with limited customization.
2. Salesforce Data Capture for Field Service: Enhances field experience with form-like interfaces, but has limitations in file uploads and iPad usage.
3. Salesforce AppExchange Options: This offers a wide range of customizable solutions, most of them are designed for online surveys and miss the point when it is to deliver the right solution for field users.
4. Forms App by SharinPix: Provides advanced multimedia capture and AI features, though requiring an initial setup. 

When comparing these options, consider the following: if you already have Salesforce licenses and your data collection need is relatively simple, you might want to consider starting with a Salesforce/Field service mobile flow. If you already have Field Service licenses, it will be worth it for you to test our Data Capture. 

But as soon as you need any advanced features, SharinPix offers the best solution for rich data gathering in the field, including photos, videos, sketches, and AI power to be designed and maintained without the need for a Salesforce admin each time a question needs to be modified or added.

To learn more about SharinPix Forms, the sponsor of this article, check out their brand new listing on the Salesforce AppExchange:

Forms App by SharinPix

Best option for collecting field data in Salesforce?

Salesforce offers several powerful tools for collecting field data, each with different levels of customization, usability, and offline capabilities. The best choice depends on your use case – from simple flows to advanced mobile forms with media and AI. Let’s explore the top four options.

Option 1: Building an Interactive Experience in Flows

Possibilities:

• Customizable fields that reflect Salesforce data model
• Can be used on desktop, Salesforce mobile app, and Field Service mobile app

Benefits:

• Prompts field users to gather data seamlessly
• No additional investment needed; set up by admin
• Suitable for basic use cases that don’t change often

Limitations:

• Limited to basic use cases, not customizable by end user
• May not offer advanced interactive features 

Option 2: Salesforce Data Capture for Field Service

Possibilities:

• Various components like address input, checkboxes, date/time selectors, and file uploads
• Supports multiple data entry types for comprehensive data collection
• You must have a field service license to use data capture for field service, which can be a benefit or a hindrance depending on your implementation 

Benefits:

• Improves the field experience for technicians through form-like user interface
• Easy form creation and offline functionality that works similarly to Salesforce flows
• Forms can be saved and returned to later for completion

Limitations:

• Not optimized for iPad usage
• Limited file/image upload (~20 photos, total size under 100 MB)
• No PDF result generation
• JSON response size limited to 131,072 MB
• Globally, it works well for simple data collection use cases where a flow won’t do the job. But with high levels of data collection, multiple form types, or the need for advanced features such as image capture (beyond a few photos) and video. 

Option 3: Various Options from Salesforce AppExchange

Possibilities:

• Customizable solutions depending on the app
• May offer advanced features like photo/video capture and annotations
• More driven towards specific use cases

Benefits:

• Wide range of options to suit different needs
• Potential for enhanced features beyond basic Salesforce capabilities

Limitations:

• Overwhelming number of options can be confusing
• Existing limitations in third-party apps may hinder user adoption
• Users may still rely on other digital habits, wasting time in the field. Essentially, if an app isn’t made to fit the habits that a user already has, they will default to their old habits to make the job easier (i.e. take photos on their camera roll and attaching them to the record later via desktop instead of using built in capture)

When choosing an app from the AppExchange to satisfy your data collection needs, think about what elements are important to your use case. For example, if you need photo evidence, a photo-powered solution may be priority in your decision making. 

Option 4: Forms App by SharinPix

Possibilities:

• Capture photos, videos, scanned documents, and floor plans
• AI extraction from photos and barcodes
• Easy drag-and-drop form building experience
• No limitations on image/file size or type

Benefits:

• Richer visual experience with advanced annotations and template images
• AI-generated summaries and automated PDF results
• Empowers field users with optimized tools
• Works offline and supports room scanning for 3D twins

Limitations:

• May require additional setup and customization, but once it’s up and running, teams can operate freely
• Specific focus on visual and AI features might not be necessary for all use cases

Final Thoughts

When selecting a field data collection tool in Salesforce, it’s essential to evaluate your project’s complexity, usage patterns, and end-user needs. For teams requiring advanced features like offline access, media capture, and AI-driven insights, consider exploring powerful options like SharinPix Forms on the AppExchange.

Author

Jean Michel is SharinPix founder, a serial cloud manager, cloud advisory, Salesforce MVP & Salesforce France User Group leader.

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