You can include a Formstack webform within an Octiv Document to enable recipients to update information in your Salesforce account. We use them to automate our billing onboarding forms by prepopulating the form with the agreed-upon billing terms and the client’s name. When the forms are submitted, information is pushed back to the account record in Salesforce.

But there’s no end of possibilities. A hospitality client uses the workflow to follow up with customers to get actualization numbers back into Salesforce, and another in telecommunications uses it to collect clients P.O.# back to the opportunity record before accepting a document.

Here’s how the data flows to allow the workflow to function:

  • When a document is created from Salesforce, Octiv pulls a large amount of variable data based on the launching record.
  • Within the Octiv Document, some key pieces of information, like the Salesforce record ID, are pre-populated into the webform (most likely a hidden field).
  • Formstack, then, uses the record ID to perform an update operation in Salesforce.

Setting Up a Document Merge

When you launch a document from a record in Salesforce, certain fields are pulled from Salesforce into the document based on your integration settings within Octiv. You can configure these field mappings as you like.

The Formstack Form lives within an Octiv template, and you need to set up mappings that will pre-populate some form values with data from Salesforce.

When a customer fills out and submits the form, using the data that Octiv has pushed into the form, Formstack finds the correct record in Salesforce to update. The Salesforce integration settings in Formstack govern this interaction. Find out more about configuring field mappings here.

Testing Your Form

For this test case, we use a document that was launched off the opportunity that requires an update to the account that owns the opportunity.

Within Formstack, be sure that your email address is listed at the bottom of the Salesforce integration settings to receive any error notifications that come through, and then follow these steps:

  1. In the form, set all fields being populated by Octiv to be un-hidden; now you’ll be able to check that the correct values are populating.
  2. Launch a new Octiv document off the Opportunity.
  3. Check that the form fields are automatically populated with the correct information from Salesforce (Account ID, and so on)
  4. When the form is submitted, confirm that the correct fields in Salesforce were updated. This may take up to a minute but usually happens within a second or two.

If there’s no ID, Formstack inserts a new Account record.

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