Streamline Your Workflow with Formstack: The Ultimate Guide

Introduction

Formstack is a fully native Salesforce solution that seamlessly integrates form and document creation within the Salesforce platform, ensuring data security and operational efficiency.

In today’s fast-paced digital era, managing workflows efficiently is crucial. Enter Formstack—a versatile and robust platform designed to streamline your processes. But what exactly is Formstack, and why is it becoming a cornerstone in modern workflow management?

What is Formstack?

Formstack is an intuitive, fast-to-implement, and versatile tool that revolutionizes data collection and utilization within Salesforce. It simplifies even the most complex questionnaires, making them user-friendly and leaving a positive impression on your customers, prospects, vendors, patients, students, and more.

Formstack has emerged as a pivotal tool in modernizing document management, seamlessly integrating with various business systems to revolutionize operational efficiency and customer satisfaction. This article explores the multifaceted capabilities of Formstack, integration with different ecosystems, benefits, challenges, implementation strategies, and future trends.

1. Workplace Productivity Platform:

Formstack streamlines workflows with digital forms, documents, and e-signatures—no coding needed. Easy to use: Its drag-and-drop interface is intuitive, catering to users without programming experience.

2. User-Friendly Interface:

Formstack offers a simple drag-and-drop interface for effortless form creation. Data collection: Automate document generation and gather electronic signatures seamlessly.

3. Data Collection:

Formstack simplifies data collection through customizable online forms. Integration capabilities: Connects with over 250 web apps for CRM, email marketing, payments, and document management

4. Security and Compliance:

Ensures data security with HIPAA-compliant solutions. Learn more: Visit their website Formstack for detailed information.

Formstack Products

Grow your organization with user-friendly Formstack Products:

Explore the features below to learn how Formstack Forms can help you streamline processes and make better business decisions.

Accelerate digital work,Streamline tedious tasks and keep your team organized with a powerful suite of no-code productivity solutions.

1. Forms:

Simplify data collection with powerful, no-code online forms. Capture leads, collect payments, conduct surveys, and more using the intuitive drag-and-drop form builder.

• Drag, Drop, and Build: Create custom forms effortlessly with Formstack’s intuitive builder.
• Conditional Logic: Enhance forms with intelligent conditional logic for a personalized user experience.
• Analytics: Gain valuable insights with form analytics, helping you make data-driven decisions.
• Workflows: Develop dynamic workflow processes to keep your business organized and efficient.

Read More: SIMPLIFY DATA COLLECTION WITH FORMSTACK FORMS

2. Documents:

Generate beautifully designed documents in minutes using data from online forms, CRMs, marketing automation tools, or other business systems. Automate the creation of tailored document templates with embedded merge fields using natural language prompts.

Read More : THE ULTIMATE GUIDE TO SEAMLESS FORMSTACK DOCUMENTS

3. Sign:

Eliminate paper and streamline workflows with Formstack Sign, a digital document signing solution that allows for easy eSignature collection on any device.

• Mobile Signing: Collect signatures on the go using any device.
• Signer Redirection: Redirect signers as needed to streamline the signing process.
• Auto-Reminders: Send automatic reminders to ensure timely signatures.
• Audit Trails: Maintain detailed records of the signing process for compliance and tracking.

Getting Started With Documents On Salesforce

Access Formstack Documents for Salesforce:

To access Formstack Documents for Salesforce, click on the waffle icon in the top left corner of Salesforce and search for “Formstack Documents”:

Formstack Documents for Salesforce gives you access to three new tabs:

• Formstack Documents
• Formstack Mappings
• Formstack Settings 

Here you will be able to manage your Formstack document mappings and settings.

Formstack Settings:

To give Salesforce access to your document templates, set up an API Key and API Secret in Formstack Documents.

• Step 1: Sign in or create a new account.

• Step 2: Under your Profile, click on API Access

• Step 3: Click on Click here to create an API Key! to get started.
• Step 4: Name your API Key

• Step 5: Copy and paste the API Key and API Secret from Formstack Documents into Formstack Documents for Salesforce.com setting

• Step 6: Click Login to Formstack Documents using your new API credentials.
  

If everything was entered correctly, you’ll be logged in!

Document Management:

Once logged in to Formstack Documents, the Formstack Documents and Formstack Mappings tabs are accessible to manage.

Click on Formstack Documents to view full access to your Formstack Documents account. You can create new Documents or Data Routes within Salesforce to be available within the Formstack Mappings tab.

Documents for Salesforce Mapping 

Documents for Salesforce allows you to create Formstack Document mappings using data from Salesforce records. This allows the ability to take almost any piece of record data in Salesforce and easily have it merged onto a Formstack Document.

Create Field Mappings:

Step 1: Click New Mapping to start.

Step 2: Fill out the details on the New Mapping screen:

• Mapping Name: Give this mapping a name that will be descriptive to you and your users.
• Description: Give users a description of what this mapping does or what use case it was created for.
• Salesforce Object: Select a Salesforce standard object with which you’d like to merge the document. Documents for Salesforce currently supports: (Account, Contact, Lead, Opportunity, Case) You can easily add support for custom objects. 
• Select a Formstack Resource:  Documents allows you to create Documents or Data Routes. You can toggle between both types of resources here. Selecting Documents will give you access to a list of available, active Documents in Formstack Documents.
• Select a Document (or Route): Select the specific Document or Data Route from Formstack Documents you’d like to create a mapping for.

Step 3: Click Save and Next to continue on to Field Mapping.

Once you have a Formstack Mapping, Formstack Fields from the document template can be mapped to existing Salesforce fields on the Salesforce object.

Select the Salesforce Field that you want to map to each Formstack Field. As you are doing this, you will have access to:

• Fields from the selected Salesforce Object
• Fields from parent records like Owner, Account, etc.
• Child Relationships. See Working with Child Relationships for more information on using Child Relationships in your Formstack documents.

Bonus Mapping Features

SOQL:

You have the option to create SOQL queries in those fields to allow customization over the data you are pulling from Salesforce. This is done by typing “<< SOQL >>” and selecting it in the Salesforce Field. If you need more information on SOQL queries, please see this article: Use SOQL Queries

Custom Formstack Fields:

Formstack Documents allows you to add special ad hoc fields to your mappings. These are great for when you need to map over information at the time of the document generation, but needs to be input by the party generating the document. To access these fields, all you have to do is start typing, “<<” in the mapping and this list will show.

Once you select the type of field you need for your use case, you will be given the opportunity to customize that field, eg. Adding options for checkboxes or radio buttons, or drop downs.

Once you have added your custom field and completed the rest of the setup, you will then find your custom field available to you when you go to generate a document from a record.

Automatically Generate Documents

With Formstack Documents, you can automatically have a Formstack Mapping generate a document when specific criteria are met.

Evaluate the following rule when a record is:

• Created: this will evaluate the rule every single time a record is created. If the rule criteria are met, the document will be created.
• Created, and every time it’s edited: this will evaluate the rule every single time a record is created and every single time the record is edited. If the rule criteria are met, the document will be created.
• Created, and any time it’s edited to subsequently meet criteria: this option will evaluate the rule every time a record is created and every time the record is edited and did not previously meet the criteria.

Once you’ve selected the evaluation criteria, you can choose up to four criteria that must be met in order for the document to be generated automatically. You have access to the fields on the Salesforce Object that you selected when creating the Formstack Mapping as well as fields from parent objects like Owner.Name or Account.Name.

Activate and Deactivate Formstack Mappings

As you build your Formstack Mapping, you can save it and return to it at any time as you gather requirements and design your document in Formstack Documents. If you are working with new mappings, you can Save or Save & Activate. If you choose to Save, you will be able to activate the mapping later.

Activated Mappings:

Once you activate a mapping, it will be available to your users through the WebMerge button on a record. If your mapping has been configured to automatically generate documents, those rules will now be active as well.

Summary

In summary, Formstack is an easy-to-use solution that’s quick to set up and allows you to automate business processes which would otherwise be very manual. Not only can you create professional forms and documents, but everything is 100% native to Salesforce – you never have to worry about your data being at risk.