The Octiv Outgoing Data tool allows you to push information back into Salesforce. You can configure outgoing data rules to be triggered by system events and automatically push data into any editable field within your Salesforce account.

Creating an outgoing data event

The data you’re sending needs a place to land in Salesforce, so be sure that the field you are trying to push data into exists on the Salesforce object you’ve selected. The object you select also needs to be related to your launching object in some way so that Octiv can find the correct place to send your data.

Follow these steps to create your outgoing data event:

  1. Go to Administration => Integrations => Salesforce
  2. Select the Octiv event that you want to trigger the update of your Salesforce record. These events take place within Octiv and include:
    • Create
    • Publish
    • Accept
    • Decline
    • Create New Version
    • Finalize Version
    • Ask a Question
    • First View
    • Formstack Form Submission
    • Email Sent
    • Request Approval
    • Void
  3. (Optional) Select a Template – if you do not select a template, the rule will trigger for all templates when the Octiv event criteria is met
  4. Select the Salesforce object and field you want to receive your data. Use the first drop-down menu to select from every editable Salesforce object in your account. After you select an object, you can select any editable field that lives on that object
  5. Select the Octiv dynamic data that will map to the assigned field, or define a static value to be used every time (Note: Depending on the data type of the Salesforce field you select, different dynamic Octiv values will be available to push to Salesforce. See the “Notes About Salesforce Data Types” section below for a more detailed explanation)
  6. Click Add to finish creating the rule

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Example Use Cases

Attaching the PDF of an Octiv document to a Salesforce record

You can push the PDF of an Octiv document as an attachment to a record in Salesforce. Once the rule is triggered, the PDF will be on the Notes & Attachments related list on the record.

In our example, we will push a proposal PDF to an Opportunity. Follow the steps below to set up the outgoing data rule:

  1. Select the Event – for example, Publish
  2. Select the Template
  3. For Object, choose “Attachment”
  4. For Field, choose “Body”
  5. For Value, select Proposal Field “Proposal: PDF”
  6. Click Add

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Sending the document access code to Salesforce when publishing a document

You may want to store the access code for an Octiv document in Salesforce once the document is published. Follow these steps to send the access code to an Opportunity:

  1. In Salesforce, create a Text field on your Opportunity object and name it Proposal Access Code
  2. Select Event: Publish
  3. Select your Template
  4. For Object, choose Opportunity
  5. For Field, choose Proposal Access Code
  6. For Value, select Proposal Field “Proposal: Access Code”
  7. Click Add

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Updating the Closed Date of an Opportunity when a document is accepted

A common use of outgoing data is to update the closed date of an Opportunity based upon document acceptance. Follow these steps to update the Closed Date of an Opportunity:

  1. Select Event: Accept
  2. Select your Template
  3. For Object, choose Opportunity
  4. For Field, choose Close Date
  5. For Value, select Proposal Field “Proposal: Closed At (DateTime)
  6. Click Add

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Notes about this feature

Every field in Salesforce has an associated data type that defines the type of data that must live in that field. In order for outgoing data to work correctly, the data you are sending from Octiv must match the data type of the field in Salesforce. To assist with this, Octiv displays the data type of the field you are choosing to update when configuring outgoing data.

When you select a Salesforce field in outgoing data, Octiv displays all of the available pieces of information of that data type that can be sent back into Salesforce. Alternatively, you have the option to define a static value to be sent back to Salesforce.

For example, if you choose a Salesforce field that holds a double (a type of number field), Octiv does not have any pieces of dynamic document information stored as data type double, so your only option would be to record a static value to send back. If, however, you choose a Salesforce field that is of type string, then Octiv has multiple document fields that can be pushed back to Salesforce. You can define a static value in this scenario as well.

Below is a list of all dynamic Octiv document fields that can be sent back to Salesforce, along with their compatible data types:

Strings (compatible with any Salesforce fields that use strings)

  • Proposal: ID
  • Proposal: Public URL
  • Proposal: Build URL
  • Proposal: Name
  • Proposal: Status
  • Proposal: Template Name
  • Proposal: Owner
  • Proposal: Access Code
  • DocuSign: Envelope Data URL

Dates (compatible with any Salesforce date fields)

  • Proposal: Closed At (DateTime)
  • Proposal: Published At (DateTime)
  • Proposal: Expires At (Date)
  • Proposal: Created At (Date)
  • Proposal: Updated At (Date)

Attachments (compatible with the Attachments object in Salesforce)

  • Proposal: PDF
  • Proposal: Word

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