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Doc Launcher Forms

  Document Management  Last updated: January 5, 2017     

Overview

Objective

This tool allows Super Administrators to generate online forms used in Doc Launcher. These online forms are used to capture data from external systems like Salesforce as well as user input to generate documents like NDA's and MSA's and provide relevant data to drive workflows.

Summary

Doc Launcher is the primary tool for generating new documents or uploading existing documents to launch new workflows. Using your own templates, you can quickly merge data to create new contracts, agreements or any document and instantly send it through the appropriate business process. 

With Doc Launcher forms, you can generate rich online forms to capture and combine data from the user and external systems like Salesforce to generate a new document which wiil be routed through the right downstream workflow. 

Benefits

  • Rich online forms can capture and combine data from users and external systems like Salesforce to use for generating documents and driving downstream document workflow. 
  • Administators can easily incorporate any predefined clauses and related terms in your templates from your Clause Library in SpringCM.
  • Administrators have a single, easy-to-use tool for defining forms used in Doc Launcher.
  • Administrators can easily add new fields pulling data directly from Salesforce.
  • Administrators can easily rearrange fields.
  • Administrators can define their own fields and set properties to define the user experience. These fields include:
    • Checkboxes
    • Dates
    • Drop Downs
    • Radio Buttons
    • Terms
    • Text Boxes
    • Text Fields
    • Number
    • Currency
  • Administrators can leverage merge tags in configuring content controls in the Microsoft Word template.

Primary Process Overview

SpringCM Administrator
  • Setup a Doc Launcher Configuration in Preferences.
  • Setup an SxForm Configuration File (Doc Launcher Form).
  • Setup a Microsoft Word document template to be used in a Doc Launcher Configuration by adding relevant merge tags. 
  • Update Doc Launcher Configuration to use the new SxFormConfig File and the new Microsoft Word document template. 
SpringCM Business User
  • Start Doc Launcher from custom toolbar button in SpringCM or Salesforce.
SpringCM Platform Developer
  • Access Doc Launcher via REST API.

Release Notes

May 2016 Release [PDF]
    • Initial Delivery of Doc Launcher Forms. This delivery includes the following
      • Text Fields, Text Boxes, Radio Buttons, Drop Downs, Checkboxes, SXTerms, and Dates
      • Ability to set properties like Read Only, Visible, Required, and other field formats. 
      • Rearranging Fields
      • Easy access to merge tags. 

July 2016 Release [PDF]

    • Beta Delivery of Doc Launcher Forms.  New features include the following:
      • Easier linking of a Doc Launcher Form to a Salesforce object when creating the form.
      • Number Field
      • Currency Field
      • Filtered Salesforce Field Chooser for Dates, Numbers, and Text Fields.
      • Improved spacing
      • Miscellaneous usability improvements
      • Updated Merge Tag to allow for automatic suppression of optional fields that are passed to Word without a value.

August 2016 Release [PDF]

    • GA Delivery of Doc Launcher Forms.  New features include the following:
      • Headings
      • Sections
      • Help Text for Headings, Sections, and Fields
      • Easier Linking to Doc Launcher Configuration 

October 2016 Release [PDF]

    • The Field Name can now start with two characters instead of three characters.
    • Required has been relabeled ‘Require user input’
    • Visible has been relabeled ‘Hide this field from user’
    • Read-only has been relabeled ‘Allow user to edit field value’
    • Users can no longer copy, check out, check in, edit, or send a document launcher form for external review.

December 2016 Release [PDF]

    • Fields can be conditionally merged based on Salesforce values. 
    • Fiels can be dynamically displayed on the form based on user input. 
    • A Radio Button or Dropdown field can be linked to a Salesforce picklist field.
    • A Radio Button or Dropdown field can be linked to SpringCM drop down or dynamic drop down field. 
    • Fields that are not visible to the end user are more clearly marked in Form Preview with an icon to the right of the name.  
    • Fields that have conditions are clearly marked in Form Preview with an icon to the right of the name. 

January 2017 Release [PDF] **These features will be available after deployment on January 20, 2017**

    • Added a new field type Tables. Tables support 1 to Many relationships and allows customers to pull things like Opportunity Line Items into Word Tables for proper merging.
    • Added new Date Format (MMMM D, YYYY)
    • Added the ability to add a set number of days from a calculated date field
    • Added new condition operators (Is not equal to, Has a value, Does not have a value)
    • Conditions can be applied to Sections

Admin How To

Setup a Doc Launcher Form

  • In SpringCM’s web interface navigate to a folder in SpringCM where you store and manage your Form Configuration documents.
  • Select File > Create > Doc Launcher Form. Selecting this will start the process of creating your Doc Launcher Form.  In order to do this, you must be a Super Administrator in the SpringCM Account. 

 

 CreateFormConfig_Start

  • Enter a unique name for your configuration file

CreateFormConfig_EnterName

  • Will this form be used in Salesforce?  If so, then keep this option selected. If  not and the form will be used in SpringCM, then de-select this option. You can only use in Salesforce if: 
    • This account has been properly connected to a Salesforce org.
    • The Sync User has been setup properly.
    • At least one object has been configured in File It.
  • Select the Salesforce Object: Pick the Salesforce object that this form will be used to generate documents. The list of objects can include custom and standard objects and are ordered alphabetically. 

CreateFormConfig_EnterSalesforceObject

  • Select Next.
  • After selecting Next,  you will see  the Form Preview Page where you can setup your form and see the Merge Tag associated with each field. 

Add Fields to the Doc Launcher Form

  • Once the Doc Launcher Form has loaded, you can Add Field(s) to the Form. Each field will include a set of properties that identify the field value and other attributes such as whether or not the field is required or read-only.  
  • Select a field and then Add Field to add a new field directly underneath that field. 
  • IIf no field is selected, the new field will be added at the bottom of the form.
  • You can add any of the following:
    • Checkbox
    • Currency
    • Date
    • Dropdown
    • Number
    • Radio Button
    • Table
    • Term
    • Text Box
    • Text Field
    • Section
    • Heading

 CreateFormConfig_AddFields

Rearranging Fields and Sections

  • After adding fields to the form, review to see if things are ordered properly.
    • To rearrange fields, simply select the field and drag drop the field from one location to another.
    • To move fields into a section, simply select the field and drag drop the field into a section.

CreateFormConfig_RearrangeFields.png

Deleting Fields

  • To delete a field, click on the field and select the Delete Field link.  The field will be immediately deleted.

CreateFormConfig_DeleteField

Previewing the Form

  • As you add and arrange fields on the form, the Form Preview reflects how it will look for the end user in Doc Launcher.  CreateFormConfig_PreviewFormAllFields.png

Using a Doc Launcher Form File in Doc Launcher

  • After you have created the Doc Launcher Form, you can use it in Doc Launcher. See the Doc Launcher KA

Setting up a Microsoft Word Template Document

  • Doc Launcher Forms are used to capture data that gets passed into workflow and the merge template.   You will need to setup the merge template and add content controls and tags to merge the data.   
  • See the Creating a Microsoft Word Template KA for additional information. CreateFormConfig_MergeTags.png

Doc Launcher Form Field Types

 Checkbox

  • What is a Checkbox Field?
    • A checkbox is a field that, when selected by the user, indicates that a particular option has been chosen.
    • A checkbox typically acts as a Yes or No answer. 
  • When is it used? 
    • A checkbox is typically used to drive workflow or other conditional logic. For example, if this document needs to be sent out for signature as part of a downstream workflow, you may add a checkbox field asking if a counter signature is required. The response to this question will influence the signature step in the workflow.
  • What are the properties?
    • Field Name:  The Field Name is used to identify the field. It is the label of the field in the user interface.
      • The field name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Route directly to Legal?
        • Is a countersignature required?
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Field Value
      • Selected:  Identifies if the checkbox is automatically selected when the end user loads the form. It is de-selected by default.
    • Settings
      • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form. 
      • Hide this field from user: Identifies if the field is visible to the end user. It is visible by default.
      • Allow user to edit field value: Identifies if the field can be edited by the end user. It is editable by default.
CreateFormConfig_Checkbox_properties

Currency

  • What is a Currency Field?
    • A currency field allows users to enter a dollar amount and have it automatically formatted correctly. Currently, this field only supports US Dollar formatting. 
  • When is it used?
    • A currency field is typically used when retrieving currency data from Salesforce (Contract Amount, Revenue, Line Item Cost).
  • What are the properties?
    • Field Name: The Field Name Label is used to identify the field. It is the label of the field in the user interface.
      • The field name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Contract Amount
        • Expected Revenue
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Field Value
      • Link to Salesforce Field:  Select this when you will be retrieving this value from the Salesforce object. This option is not visible if you have not selected Use this form in Salesforce.  It is optional.  Here you will only be able to select Currency fields from Salesforce.
        • Which field would you like to use? Choosing Link to Salesforce will automatically open a Salesforce field chooser where you can select the right field. CreateFormConfig_Currency_SalesforceField
      • Default Value:  This is an optional value that can only be entered when not linking to a Salesforce field. You will only be able to enter a numeric or decimal value. CreateFormConfig_Currency_DefaultValue_SetOptions
    • Settings
      • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form. 
      • Show the Dollar Sign: If this is selected, then the Dollar Sign will be included in the value of the field (as an example, $25,000) merged in the Word document.  If this is not selected, the Dollar Sign will not be part of the value (as an example, 25,000).
      • Show decimal places: If this is selected, then the decimal places will be included in the value of the field (as an example 2,500.00). If not selected, the decimal place will not be included in the value. (as an example 2,500)
      • Hide this field from user: Identifies if the field is visible to the end user. It is visible by default.
      • Require user input: Identifies if the field is required to be entered by the end user. It is not required by default.
      • Allow user to edit field value: Identifies if the field can be edited by the end user. It is editable by default.

Date

  • What is a Date Field?
    • A date field is used to add or modify date information that either drives worklow or gets passed into Word.  
  • When is it used? 
    • A Date Field is used when an Administrator needs to capture a key date in the document or a date needs to be set to drive workflow. 
  • What are the properties?
    • Field Name: The Field Name Label is used to identify the field. It is the label of the field in the user interface.
      • The field name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Close Date
        • Current Date
        • When does this need to be signed by?  
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Field Value
      • Default Value: The Default value is the used to identify how the value will be set. 
        • Leave Blank: No default date is set. When the field is set with this property, the Administrator expects that the end user will enter a date.CreateFormConfig_Date_LeaveBlank
        • Link to Salesforce Field:  Select this when you will be retrieving this value from the Salesforce object. This option is not visible if you have not selected Use this form in Salesforce. It is optional.  Here you will only be able to select Date fields from Salesforce.CreateFormConfig_Date_SalesforceField
        • Use form submission date: When this option is selected, the date captured is today's date (eg the date that the doc launcher form is loadedby the user.) CreateFormConfig_Date_FormSubmissionDate
        • Use a specific date:  The date is set by the Administrator. When this is selected, the Administratror will then choose a date from the date.
        • Date Format in Microsoft Word: This is the output format of the date when merged into the Word Content Control. CreateFormConfig_Date_Format.png
      • Settings 
        • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form. 
        • Hide this field from user: Identifies if the field is visible to the end user. It is visible by default.
        • Require user input: Identifies if the field is required to be entered by the end user. It is not required by default.
        • Allow user to edit field value: Identifies if the field can be edited by the end user. It is editable by default.

Dropdown

  • What is a Dropdown Field?
    • A drop down field includes a list of options that allows the end user to choose a single value from the list. The list of options is defined in the setup of the drop down
  • When is it used? 
    • A dropdown is typically used to drive workflow or other conditional logic. For example, you may ask the end user where the document goes after the document is generated. As an example, you may build a dropdown with the following options: Legal, Professional Services, Engineering.  
  • What are the properties? 
    • Field Name: The Field Name Label is used to identify the field. It is the label of the field in the user interface.
      • The field name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Who needs to review the document before signature?
        • What state should this be shipped to?
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Field Value
      • Dropdown Options
        • Link to Salesforce Field: This will only be an option if the Form is linked to a Salesforce object. You can not select multi pick list fields from Salesforce.
          • Selecting a picklist from Salesforce currently will capture the list of options at that point in time.
          • Any changes made to the picklist in Salesforce after this date will require you to relink the field.
          • When the user runs Doc Launcher from Salesforce, the value of this field on the object in Salesforce will be the default value loaded for the user. 
        • Link to SpringCM Attribute Field
          • If you have set up Attribute groups in SpringCM, then you can link a dropdown field to a SpringCM drop down attribute field.  
          • Dropdown and dynamic dropdown fields can be selected.
          • The list of values shown to the user are displayed in real time.
          • A default can not be set.
          • Cascading drop downs can not be selected. 
        • Use Custom Options
          • Select Configure Options to add, edit, or delete the list of options. 
            • To add an option, click Add Option or hit enter to get to the next item in the list. CreateFormConfig_DropDown_AddOptions
            • To delete an option, find the option and select the X.CreateFormConfig_DropDown_Delete
            • To rearrange, drag and drop the option where you want it placed in the list. CreateFormConfig_DropDown_Rearrange
            • Optionally, you can make an option the default by selecting the Default option.CreateFormConfig_DropDown_SetDefault.png
            • Best practices
              • You must add at least one option to the drop down field.
              • You can add up to 50 options.
              • Each option must be unique.
        • Settings
          • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form. 
          • Require user input: Identifies if the field is required to be entered by the end user. It is not required by default. 
Number
  • What is a Number Field?
    • A Number field field allows users to enter a number value and have it formatted correctly. You can also specify a % as well.
  • When is it used?
    • A Number field is typically used when retrieving data from Salesforce (Quantity or Discount).
  • What are the properties?
    • Field Name: The Field Name is used to identify the field. It is the label of the field in the user interface. The field name can
      • not be less than 3 characters
      • not start with a number
      • not be more than 40 characters
      • only include letters, numbers, (, ), and ?
      • Examples
        • Quantity
        • Probability
        • Discount
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Field Value
      • Link to Salesforce Field:  Select this when you will be retrieving key data from Salesfore. This will not be visible if you have not selected Use this form in Salesforce.  It is optional.   Here you will only be able to select Number or Percent fields from Salesforce. 
        • Which field would you like to use? Select this when you will be retrieving this value from te Salesforce object. This option is not visible if you have not selected Use this form in Salesforce.  It is optional.  Here you will only be able to select Number fields from Salesforce.
      • Default Value: This is an optional value that can only be entered when not linking to a Salesforce field. You will only be able to enter a numeric or decimal value. 
    • Settings
      • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form. 
      • Show decimal places: If this is selected, then the decimal places will be included in the value of the field (as an example 25,000.00). If not selected, the decimal place will not be included in the value. (as an example 25,000)
      • Show the percentage: If this is selected, then the % sign will be included in the value of the field (4%). If not selected, the percent sign place will not be included in the value. (4)
      • Hide this field from user: Identifies if the field is visible to the end user. It is visible by default.
      • Require user input: Identifies if the field is required to be entered by the end user. It is not required by default.
      • Allow user to edit field value: Identifies if the field can be edited by the end user. It is editable by default.


Radio Buttons

  • What is a Radio button Field?
    • A radio button field is a group of buttons that are displayed to an end user. The end user can only select one option from the list. 
  • When is it used? 
    • A radio button is typically used to drive workflow or other conditional logic. For example, you may ask the end user where the document goes after the document is generated. As an example, you may build a radio button with the following options: Legal, Professional Services, Engineering.  
  • What are the properties? 
    • Field Name: The Field Name Label is used to identify the field. It is the label of the field in the user interface. 
      • The field name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Who needs to review the document before signature?
        • What state should this be shipped to? 
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Radio Button Options
      • Link to Salesforce Field: This will only be an option if the Form is linked to a Salesforce object. You can not select multi pick list fields from Salesforce.
        • Selecting a picklist from Salesforce currently will capture the list of options at that point in time.
        • Any changes made to the picklist in Salesforce after this date will require you to relink the field.
        • When the user runs Doc Launcher from Salesforce, the value of this field on the object in Salesforce will be the default value loaded for the user. 
      • Link to SpringCM Attribute Field
        • If you have set up Attribute groups in SpringCM, then you can link a dropdown field to a SpringCM drop down attribute field.  
        • Dropdown and dynamic dropdown fields can be selected.
        • The list of values shown to the user are displayed in real time.
        • A default can not be set.
        • Cascading drop downs can not be selected. 
      • Use Custom Options
        • Select Configure Options to add, edit, or delete the list of options. 
          • To add an option, click Add Option or hit enter to get to the next item in the list. CreateFormConfig_DropDown_AddOptions
          • To delete an option, find the option and select the X.CreateFormConfig_DropDown_Delete
          • To rearrange, drag and drop the option where you want it placed in the list. CreateFormConfig_DropDown_Rearrange
          • Optionally, you can make an option the default by selecting the Default option.CreateFormConfig_DropDown_SetDefault.png
          • Best practices
            • You must add at least one option to the drop down field.
            • You can add up to 50 options.
            • Each option must be unique.
      • Settings
        • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form. 
        • Require user input: Identifies if the field is required to be entered by the end user. It is not required by default.
      • Best practices
        • You must add at least one option to the drop down field.
        • You can add up to 50 options.
        • Each option must be unique.

Tables

  • What is a Table?
    • A Table Field allows you to retrieve objects like
  • When is it used? 
    • Tables are used when you need to pull things into your Word document like Opportunity Line Items into your contract as you build a SOW, Master Service Agreement, or a more complex document.
  • What are the properties?
    • Table Name: The Table Name is used to identify the table. It is the label of the Table in the user interface.
      • The Table name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Table Value
      • Which Object would you like to use?: Here choose a One to Many objects  that is directly linked to the current Salesforce object that this Doc Launcher Form is linked to. 
      • Add Filter: Filters can be set to only return a subset of all the items. For example, only return rows where the Product Name contains kw100 and the Quantity is less than 50.
      • Add Columns: Select which columns you would like to add to the Table. Once a column has been added, you can have then add other columns to the left or right of the selected column.  Each Column consists of the following
        • Column Name: The Column Name must be unique for each Table. The Column name can
          • not be less than 3 characters
          • not start with a number
          • not be more than 40 characters
          • only include letters, numbers, (, ), and ?
        • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
        • Row Value
          • Which field would you like to use? Choose Fields that you want to add to the Table. 
          • Formatting options are displayed if the field is a Date, Number, or Currency field.
            • Date: Set up the Date Format
            • Number: Show decimal places or Show percentage
            • Currency: Show the Dollar sign, Show decimal places
          • Add Column to the Right: This will add a new column to the right of the current column.
          • Add Column to the Left:  This will add a new column to the left of the current column
    • Settings
      • Add Conditions:  Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form.
      • Hide this table from userIdentifies if the table is visible to the end user.  It is visible by default.
      • Sort by...: Identifies which Table field to sort on and in which order, ascending or descending. This is optional.

Terms

  • What is a Term Field?
    • An SXTerm Field allows the Adminstrator to make it easy for the end user to pick the right language when using a term or clause. Each term can include multiple options and this will provide the end user to retrieve and pick the right option. 
  • When is it used? 
    • An SXTerm Field is used when an option can be negotiated when reviewing contract langugage. 
  • What are the properties?
    • Field Name: The Field Name Label is used to identify the field. It is the label of the field in the user interface.
      • The field name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      •  Examples
        • Arbitration Clause
        • Indemnification Clause 
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • SXTerm Document: Select the SXTerm document to be used. 
      • To select an SXTerm document from the SpringCM repository, select Click to Browse SXTerms. 
      • Choose the SxTerm document that corresponds to the Field Name.
  • Settings
    • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form.
    • Show Option Notes: This allows the end user to see usage notes, best practices, and reccomendations captured for each option when setting up the SXTerm document. This is by default selected.
    • Option Text is Editable: This allows the end user to one-time edit the text before the text is added to the new document. If the Administrator selects this option, then the end user will be able to edit the text for this document only; the SxTerm document remains unchanged. This is by default de-selected. 

Text Field

  • What is a Text Field?
    • A Text Field allows the end user to enter free-form text. 
  • When is it used? 
    • A text field is typically used in the following cases:
      • to retrieve data from Salesforce that is not a date, number, or currency field.  Examples include the Account Name, the Street Address, City, State, or Zipcode. 
      • to allow an end user to enter free form data such as comments. 
  • What are the properties?
    • Field Name: The Field Name Label is used to identify the field. It is the label of the field in the user interface.
      • The field name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Account Name
        • Account Street
        • Account City
        • Account State
        • Enter Instructions
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Field Value 
      • Link to Salesforce Field: Select this when you will be retrieving this value from te Salesforce object. This option is not visible if you have not selected Use this form in Salesforce. It is optional. Here you will only be able to select Currency fields from Salesforce.
        • Which field would you like to use? Choosing Link to Salesforce will automatically open a Salesforce field chooser where you can select the right field.
      • Default Value:  This is an optional value that can only be selected when not linking to a Salesforce field. 
    • Settings
      • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form.
      • Hide this field from user: Identifies if the field is visible to the end user.  It is visible by default. 
      • Require user input: Identifies if the field is required to be entered by the end user. It is not required by default. 
      • Allow user to edit field value: Identifies if the field can be edited by the end user. It is editable by default. 

Text Box

  • What is a Text Box Field?
    • A Text Box allows the end user to enter larger amounts of free-form text. 
  • When is it used? 
    • A text box is used in the folllowing cases:
      • to retrieve data from Salesforce that is not a date, number, or currency field.  Examples include the Account Name, the Street Address, City, ZipCode, State.
      • to allow an end user to enter free form data.
  • What are the properties?
    Hide this field from user: Identifies if the field is visible to the end user.  It is visible by default. 
      • Field Name: The Field Name Label is used to identify the field. It is the label of the field in the user interface.
        • The field name can
          • not be less than 3 characters
          • not start with a number
          • not be more than 40 characters
          • only include letters, numbers, (, ), and ?
        • Examples
          • Account Name
          • Account Street
          • Account City
          • Account State
          • Enter Instructions
      • Field Value 
        • Link to Salesforce Field:  Select this when you will beretrieving data from Salesfore. This will not be visible if you have not selected Use this form in Salesforce.  It is optional.  
          • Which field would you like to use?  This option is only enabled if you have selected Link to Salesforce field. You must enter a valid field name
        • Default Value:   This is an optional value that can only be selected when not loading in Salesforce. 
      • Settings
        • Add Conditions: Adding Conditions is used to identify if a field is merged in Doc Launcher based on ancilliary data from Salesforce or from specific user actions on the form.
        • Require user input: Identifies if the field is required to be entered by the end user. It is not required by default.
        • Allow user to edit field value: Identifies if the field can be edited by the end user. It is editable by default. 

Headings and Sections

  • Headings and Sections are used to organize Form data, making it easier for the end user.

Heading

  • What is a Heading
    • A Heading is used in conjunction with Sections to organize form related data. 
  • When is it used? 
    • A heading is used in prominently highlighting specific information such as Account Information, Contact Information, etc. 
    • You can add as many Headings to your Form as needed.
  • What are the properties?
    • Heading Name: The Heading Name is used to identify the heading in the user interface.
      • The heading name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Account Information
        • Esignature Information
        • Workflow
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Heading Size: The Heading Size is used to identify how prominent to display the Heading text. Options are Small, Medium, or Large.   
    • Hide this field from user: Identifies if the heading is visible to the end user.  It is visible by default. 

CreateFormConfig_Add_Heading

Section

  • What is a Section
    • A Section is used to organize data to the end user in an easy to consume manner.  
  • When is it used? 
    • A section is used to group specific information such as the Street, City, State and Zip. 
    • You can add as many fields to the Section as necessary. These fields can be added manually or drag dropped into the section.
    • A section can include one level of subsections.
  • What are the properties?
    • Section Name: The Section Name is used to identify the section. It is the label of the Section in the user interface.
      • The section name can
        • not be less than 3 characters
        • not start with a number
        • not be more than 40 characters
        • only include letters, numbers, (, ), and ?
      • Examples
        • Account Information
        • Esignature Information
        • Workflow
    • Help Text: Optionally used to help the end user understand how this field is to be used. It can be up to 300 characters.  If text is entered in this Field, then an Info Icon will be presented to the right of the field in Doc Launcher that includes this text. 
    • Visible: Identifies if the heading is visible to the end user.  It is visible by default. 

CreateFormConfig_Add_Section

 

How does the Salesforce Field Chooser Work?

  • The Salesforce Field Chooser only works for Number, Currency, Number, and Text Fields.
  • The Field Chooser does not currently support 1 to Many Relationships. Account to Contacts is an example of a 1 to Many relationship. This means that there may be multiple contacts to a single account. 
  • When you select Link to Salesforce, the field chooser looks at the object that the Form is tied and
    • retrieves fields associated to that object
    • retrieves any objects that are tied to the current object in a 1 to 1 relationship.
    • filters fields based on type
      • Text Fields: filter out Date Fields, Number, and Currency Fields. Text fields show Address Fields, Email, ID, Multi-Picklist, Masterrecord, Phone, Picklist, Reference, Text, URL, Boolean, and String field types.
      • Date Fields: only show Date fields
      • Number fields: only show Number and Percent fields
      • Currency fields:only show Currency fields.
  • To select a field simply scroll down the list or search for a field that you are looking for, select the field and choose OK.
  • For each field, we show the friendly name/label and the api name. 
  • For each object, we show the friendly name/label and the api name.
  • The Field Chooser does not currently support 1 to Many Relationships. Account to Contacts is an example of a 1 to Many relationship. This means that there may be multiple contacts to a single account. 

FAQs

Can Doc Launcher Forms be used to with PDF documents? 

  • Currently, Doc Launcher Forms only work with Microsoft Word documents.

Does all of the functionality in XML exist in Doc Launcher Forms? 

  • Not at this time. We expect to add new capabilities but we do not anticipate supporting all of the complexities that can be supported in XML. 

Can the Field Name be greater than 40 characters?

  • The Field Name is used by the system to merge the data into the Word document. A Content Control can only be 64 characters long and we need to ensure that field name be no greater than 40 characters to ensure this requirement is met.   This provides some flexibility for other options.

Can the Field Name be duplicated in the Form? 

  • The Field Name must be unique as it ensures that the right data is passed into Microsoft Word in the right Content Control.  

What happens if the Field Name is changed in the Form? 

  • If the Field Name is changed after you have setup the Merge Template, then you must also update the Merge Template Content Control to use the update merge tag. The Field Name is used in defining the Merge Tag and changing the Field Name changes the Merge Tag.  

How do I pull in an Address Field from Salesforce?

  • Address Fields are compound fields. What this means is that they are composed of individiuals fields for things like the City, the Country, the Street Address, Postal Code, and things like Longitutude and Latitude.  If you need to use these fields, you can not retrieve the BillingAdress field, you need to retrieve each invididual field. As an example, to capture the Account Address, you will need to create a unique field for each of the following: 
    • Account.BillingStreet (for the Street Address)
    • Account.BillingCity (for the City)
    • Account.BillingState (for the State)
    • Account.BillingPostalCode (for the ZipCode)

How does the filtering of Salesforce fields work?

  • The application looks at the type of field and filters out Salesforce field types that dont make sense. For example with the date field, string and text fields will be filtered out.

What do I do if there is a case where I need to map a field to a specific Doc Launcher Form field type but the field is not showing up?

  • Please contact Customer Support and a switch can be set in your account to disable field level filtering.

Can I add subsections to a section?

  • Yes, you can add subsections to section.   This means that you can one or more subsections to an existing section. You can not add other sections to each subsection.

Troubleshooting

Why does an error retrieving data from Salesforce error occur when using Doc Launcher?CreateFormConfig_Error_when_invalidField

  • When this occurs, open the Doc Launcher Form.
  • Find the field in the Doc Launcher Form (SxFormConfig) that refers to the field in question.CreateFormConfig_Error_FindField_in_FormConfig.png
  • Open Salesforce and go to the Customize Menu for the Object.
  • Select the Fields Menu.CreateFormConfig_Error_Salesforce_FieldsMenu.png
  • Find the field that you are looking for and get the Field Name.CreateFormConfig_Error_Salesforce_FieldSelection.png
  • Use the Field Name in the Doc Launcher Form (SxFormConfig).
  • Save the Doc Launcher Form.
  • Try again.

Why does an Invalid path to the terms file error occur when using Doc Launcher?

  • This error means that the SXTerm document has been removed from the system. You can confirm this by loading the Doc Launcher Form where you will see a message indicating that the The SXTerm file for this configuration can not be found. Please update this field to be able to use it in a document merge
  • When this occurs, you will need to
    • either recreate the SXTerm document and then update the SxFormConfig file to use this new document. To do this
      • open the SxFormConfig document.
      • find the SXTerm field.
      • select Change File and pick the SXTerm document and save the configuration file. 
    • delete the SXTerm field. To do this
      • open the SxFormConfig document
      • find the SXTerm field.
      • select Delete Field and save the configuration file. 

Why does a date field not return a value when using Doc Launcher?

  • This occurs when a Salesforce field referenced is not a date data type. To check this in Salesforce,  
    • Open Salesforce and go to the Customize Menu for the Object.
    • Select the Fields Menu.
    • Find the File and check the data type.
    • If the field is not of type Date, then you need to select a new field.  

Why does my form not work in Salesforce?

In order for this form to work successfully in Salesforce, a set of prerequisites need to be satisfied.

  • To setup Doc Launcher for use with Salesforce, first verify that all of the following are true:
    • Your SpringCM account is correctly configured with Salesforce on the Salesforce Configuration page in Account Preferences. Follow the instructions on the page or refer to this Knowledge Article: Setup File It in Salesforce.
    • You have set up a Sync User to use with your Salesforce org. Note that this step is optional for some Salesforce integration features but is required for Doc Launcher.
    • You have setup File It on at least one object in your Salesforce org. The list of available objects on the Doc Launcher Configuration page is derived from your Salesforce org where File It has been added to one or more standard or custom objects.