DocuFetch User Guide
DocuFetch provides document collection by providing a way to:
Create a request asking for particular documents to be uploaded
Send the request link to a user outside of Salesforce, which will provide an upload button for each requested document
Allow the user to upload one or more documents, including documents that are pre-filled in via merge fields and documents that have been signed via e-signature by the user
Approve or reject the received documents, and request another document if one is rejected
Store the user-uploaded documents in S-Drive
Create document request templates to be used over and over again
Detail on each of these is provided below.
Document Collection Steps
1. Create a Request
Go to the DocuFecth Request component on the record where you want to create a request. If you don’t see DocuFetch on your page, contact your System Administrator to add it.
On the Request component, click the + icon and “Create New Request”
This will open a page where you will create Request Items to add to the Request. For example, one Request might have 3 Request Items.
Fill in the fields on the lefthand side to create a Request Item and add it to the Request.
Request Item Name: The name of the item. This name will be shown to the “requestee”--the person you send the request to
Item Type: Choose from the picklist. Depending on the choice, other fields will become enabled.
New Upload--ask for documents to be uploaded, such as Photo ID, Application, Resume, etc
Upload Options
Item Format--choose acceptable file types. If the requestee tries to upload a file of a disallowed type, they’ll get a message to use a file with an allowed type
Minimum File Count to Upload--you can require the requestee to upload more than 1 file. For example, 2 photo IDs. This field is defaulted to 1.
Maximum File Count to Upload--you can put a limit on the number of files uploaded. This is not set by default, so any number of files can be uploaded.
Generate Document--generates a document with merge fields that can be presented to the requestee
Form Template--Choose a template for the form to be generated
Complete Form--creates a form to be sent to the requestee where they can edit or change fields. When the form is returned, either a new Salesforce record will be created with the information, or an existing record will be updated with changes in fields.
FS Form Template--Choose a formstack form template for the form to be sent
Complete E-Signature--send a form that needs a signature.
Choose an E-Signature Template to use.
Instructions--write instructions for the requestee
Upload Folder--you can selected an existing folder or create a new one for the uploaded file to go in in S-Drive. If no folder is selected, the file will reside at the root level.
Internal Information: if you have custom fields, you can fill these in and they will be saved with the file
Request Additional Information: You can create custom fields in SDrive Document Request Item and add those fields here for the Requestee to fill in. When they click to upload a file or verify a form, they will see the requested fields.
When you’ve added all the Request Items, click Save New Request. Or you could also choose to save the Request as a Template and use it to create new Requests. When saving a template, there are 3 options:
Save for the current object only: All records for this object (in this example, all Accounts) will be able to access the template
Save template for all objects: All records on any object using DocuFetch can access the template
Choose objects to save template on: a popup will open that allows you to choose which objects you want this template to be accessible on.
You can save the request as a template and then still save it as a new request.
Once saved, you will see the Request on the Request component. You can copy the link (use the clipboard icon) and email it to the Requestee, edit the Request, or delete the request.
2. Send the Request to a Requestee
To send the request to someone, click the clipboard icon next the request to copy the link and send it out to the Requestee.
3. The Requestee View
When the Requestee clicks on the link, they will see
The request name
List of items in the request
The first item will be “active” and ready for them to work on.
They can click or tap (mobile) any item to work on it and move back and forth between items.
The status of each item will be updated as they are processed.
In Salesforce, the requester will also see updates in the status of the request as each item is completed.
4. Approve/Reject Documents
Once files are uploaded, the Requester in Salesforce can approve or reject the documents.
Item approval can be done even if not all the items have not been completed. The Requester can click the Request as soon as there is progress, and will see each item listed. Items that have been submitted can be approved or rejected by clicking on the eyeball icon.
Once all items are submitted, there will be an eyeball icon next to the request name itself. Clicking that will show all items.
On the list of items needing approval, the requester can click the item to look at it.
To see all items together, click on the eye icon on the top right
If a document is rejected, you have the Requester has the option to delete the original file, keep it and allow the replacement to be a separate file, or keep it and have the replacement be a new version of the original file.
5. Files are stored in S-Drive
When the Requestee uploads a file, it goes into S-Drive and will show in S-Drive on the record the Request was sent from.
6. Create and use Request Templates
When you create a Request, you can choose to save it as a Template to use again later as described in Step 1.
You can create a new request from a Template
You’ll see your list of templates to choose from when you create a new request
You can then choose which Items to include from the template and create your request
Editing a Request or Request Item
On the main page, click on the pencil icon next to a Request to edit it.
Then you edit the Request name, add items, or edit or delete existing items.