Document generation underpins almost every major business process you can think of, from proposals to invoices, contracts to reports, quotes to business correspondence, and much more! And no matter your industry, whether it be tech or law, education or logistics, media or finance, you need accurate and up-to-date documents to keep internal records, finalize negotiations with clients, and stay compliant.

Given that Salesforce is the planet’s leading CRM and has the ability to store and analyze large volumes of client and business data, it only makes sense to use it to generate business docs. You would be drawing on the gold standard of customer data enabling you to create up-to-date docs personalized to the needs of each business use case. Sounds great, so what’s the catch? Well, Salesforce’s own document generation abilities are relatively limited so to get a robust solution, we recommend that you choose a third-party provider on the AppExchange.

Are you ready to find out how to create Salesforce documents to supercharge your business processes? If so, you have come to the right place. Read on for top tips and more details on Document Generation Salesforce.

What is Salesforce Document Generation?

So what do we mean exactly when we talk about Salesforce Document Generation? Well, we are speaking about the ability to dynamically generate documents based on data from your Salesforce CRM. This process is completely automated resulting in super-accurate data and reliable documents. You can save hours of admin time while mitigating human error.

Can I generate Documents from Salesforce? 

As mentioned a little earlier, Salesforce itself does not have highly developed document generation features of its own. Using Salesforce, you do have the ability to generate PDFs of your quotes but for the most part that’s where the story begins and ends. If you want to generate a wider range of documents in more formats, then we suggest looking to the AppExchange where there are tons of apps that can help you with generating documents in Salesforce.

It’s important to remember that there is a big difference between document generation and document creation or document management. Document creation for Salesforce typically involves the process of manually creating and attaching documents to your records and then saving them in places like Quip. With doc creation, you can share documents with other users if you have synced sharing enabled. While Salesforce document creation is a useful feature it is nowhere near as powerful as document generation and it does not have the power to automate and streamline your documentation systems. Similarly, Salesforce document management is all about organizing your docs and storing them as well as handling version control. There are several Salesforce tools for managing documents and while this is a useful function, it is another concept that does need to be differentiated from document generation: they are not the same thing!

How to Create Documents in Salesforce & Its Limitations

Creating documents in Salesforce is easy but remember this is very different to Salesforce doc gen. Document creation enables you to attach docs to records and share them with other users. You can add a range of content to your docs such as spreadsheets, folders, and mentions.

Note: This is one common method of document creation, if you want an alternative, consult your Salesforce admin.
Prerequisite for following these steps: Ensure that the Quip document component is added to your Lightning Page.

1. First up, you need to add the New Document option to your Global Action menu. This enables you to create a doc from anywhere within the Lightning Experience.

2. So, head to Setup, run a search in your Quick Find Box, and click on Publisher Layouts. On the Global Publisher Layouts page click edit next to Global Layout:

3. Next, click Mobile & Lightning Actions then New Document. Drag New Document into the Salesforce Mobile and Lightning Experience Actions below. Remember to save the New Document action you just added and override any predefined actions if this is your first time editing Salesforce Mobile and Lightning Experience Actions.

4. Once you have added this action, simply navigate to any Lightning Page on your Salesforce and find it in the Global Actions Drop-down:

5. From here, add your desired content. The doc is saved to your private Quip folder. From here you can link your document to a Salesforce record and/ or share it.

Salesforce is regularly updating so be sure to check out How to create a document in Lightning Experience and how to Add the New Document Global Action guide.

Salesforce Document Objects

When it comes to understanding Salesforce Document Objects, the main one is Content Document version. This Salesforce Content Document object represents any document that has been uploaded to Salesforce. It’s important to bear in mind that this document object in Salesforce is available for Salesforce CRM Content (version 17.0 and beyond) and Salesforce Files (version 21.0 to the present). There are limitations to the number of documents you can publish and the limit for regular accounts is 30k. Other options are:

Contact Manager, Group, Professional, Enterprise, Unlimited, and Performance Edition accounts get 200k new versions in a 24-hour cycle.

Dev Edition and trial users can publish up to 2,5k new versions in the same 24-hour cycle.

Salesforce Document Version Control

Can you control document versions in Salesforce? The short answer is yes! Via the Content Version object (this object is a child of the Content Document Object), you can upload a range of different file types to Salesforce such as JPEG, MP3, and document formats like PDF, DOCX, and XLS. This is a reliable document storage option in Salesforce and the great part is that if you want to upload a new version of the same file attached to your record, then you can do so.

Salesforce Content Document Data Model

When it comes to understanding the Salesforce Content Document data model, the best way to do so is via a diagram, check it out below:

• Entity (My Object): This can be any standard or custom object.
• Content Document: This includes Title, Description, and LasPublishedVersionID
• ContentDocumentLink: This includes ContentDocumentId, LinkedEntityId, ShareType, Visibility
• ContentVersion: This includes Title, ContentDocumentId, VersionData, and VersionNumber

Salesforce Upload Document Guide

While there are many ways to upload documents in Salesforce (especially if you choose to use a third-party app for your document management system in Salesforce), one of the most common is to choose to upload a file. To do this, simply navigate to a record and choose to upload a file of your choosing and click on Add Files or drag the file you want into the Files related list. Many different file types are supported including PDF, XLX, and DOCX

Document Management for Salesforce

We have discussed document creation and document objects, but where does Salesforce document management fit into all this? Well, a document management system is all about storing, organizing, and managing documents in the number 1 CRM. For this, you can either go with a Salesforce native solution or with a Salesforce integration with document management system. In terms of native Salesforce features you have the documents tab, attachments, Salesforce Knowledge, Salesforce CRM, and the Files home area. Using these tools you can handle Salesforce document storage and other aspects of document management in Salesforce. You also have Salesforce document management integrations, check them out below:

Salesforce Document Management Systems 

There are several fantastic tools for document management in Salesforce. All these options help you to optimize your document storage in Salesforce and organize your files better. These include Box, Sharepoint, Google Drive, and Dropbox, to name just a few. Often it makes sense to choose the document management system you are already using and integrate it with Salesforce!

Export from Salesforce to Excel (XLS)

If you are working in Salesforce, you do have the ability to export a Salesforce report to Excel but this does require a degree of manual setup:

How to Export a Salesforce Report to Excel

1. In Lightning Experience, click export from the reports tab, then your desired exported view. For Excel, you need to select the Details Only view and choose whether you want .xlsx, .xls, or .csv.

2. Remember to choose the right encoding if you have selected either .xls or .csv.

3. And then it’s all about clicking Export and saving your file.

Overall, the Salesforce integration with Excel is fairly limited though Salesforce does offer an Excel connector “Salesforce Connect”, that gives you access to real-time Salesforce data. We recommend custom development or a third-party app on the AppExchange to get the most out of the Salesforce/ Excel integration.

Salesforce PDF Generation

Standard Salesforce functionalities do not enable you to generate a PDF in Salesforce except if you want to generate a PDF from a Quote object. If you are after Salesforce PDF generation that is fast and reliable then we recommend browsing for online document generation solutions on the AppExchange or implementing custom development. Remember if you opt for development, then Apex code will give you the best results but be sure you have the technical know-how and resources to go in this direction.

Salesforce to Generate Word Documents

Salesforce native functionalities enable you to upload DOCX files and manage them but you do not have the ability to generate Word documents or edit them. So, if you want your Salesforce to generate a Word document, then you need to look into a third-party doc gen app.

Intelligent Document Automation Salesforce 

But where does Salesforce Intelligent Document Automation fit into all this? Well, Intelligent Document Automation uses AI to provide Salesforce Document automation solutions. This technology has the ability to read data from your document to populate fields in Salesforce and convert data to digital files. It can also help automate workflows. The limitations of this document automation include a complicated setup that will take some time and require considerable technical expertise. In addition, Intelligent Document Automation is not easily customizable without development and it is a pricey feature. So, you do have to think twice before making this investment.

Note: If you want to make the most out of Intelligent Document Automation then you probably need a Salesforce Unlimited License whereas the Salesforce Essentials License and Salesforce Professional Licenses will make using this feature very limited.

Salesforce CPQ Quote Document Generation

Salesforce CPQ enables you to Configure, Price, and Quote smoothly and quickly so that you can efficiently provide customers with reliable pricing. You can generate quote docs for Salesforce CPQ in PDF format and you also have the option to generate these docs as Microsoft Word documents. For this you need to adjust the settings. If you want to generate a quote in another format though, you will need to implement custom development or get a third party app to help you with Salesforce CPQ document generation.

Salesforce OmniStudio Document Generation

Salesforce OmniStudio is a suite of tools that makes life simpler for developers by enabling them to build custom web apps and business processes using drag-and-drop tools. OmniStudio doc gen also has document generation abilities. With OmniStudio, you can generate documents from templates in DOCX or PPTX formats and you can also generate docs by creating custom OmniScripts, Integration Procedures, and Apex Classes. Bear in mind, like most OmniStudio functionalities, the document generation capabilities do not offer robust flexibility without using custom development or coding. Similarly, you need to make sure you have document generation included in your OmniStudio license and that this makes financial sense for your enterprise. Keep reading for more info on document generation in OmniStudio.

Salesforce CRM Document Generation Software: What to look for?

So what are the top features you need to look out for when looking for Document Generation software for your CRM? Getting a third-party app for Salesforce document generation+CRM needs is a great idea given the gaps in Salesforce’s native functionalities. We think you need to look for these things when choosing a tool:

• Automation! This makes it to the top of the list as it saves you so much time. Ensure that you can pre-fill documents and dynamically generate them from Salesforce data for speed, power, and accuracy.
• High volume document generation is another useful feature, especially if you are a large enterprise. Find a tool that enables you to send reports in bulk to a large number of clients.
• Real-time collaboration enables multiple users to work on the same document at the same time for greater efficiency.
• Easy-to-use templates based document generation makes your life that much more convenient. And if you can pull real-time Salesforce data into these templates, then even better.
• No-code document generation solutions give you the ability to skip custom development and generate docs quickly.
• Work with any Salesforce object so that you have no limits.
• A tool that integrates with third-party storage options is ideal because storage can often be an issue in Salesforce.
• Work with any document format! You should have the option to use PDF, DOCX, PDF, CSV, HTML, or any other output format you choose.
• Integration with Digital Signatures and eSignatures is also a must so your documents can get signed swiftly.
• The ability to merge different documents together, regardless of format is also incredibly useful.

Salesforce Document Generation Tools

Now that we have taken a closer look at Salesforce document generation software and also examined the pros of automating the document generation processes, let’s examine some top Salesforce Document generation apps. Remember, Salesforce does not have robust document generation of its own, but the good news is that there are several document generation tool salesforce alternatives in the AppExchange.

DocuSign

DocuSign is a reliable name in the world of document generation and signatures. DocuSign Doc Gen enables you to generate a range of different documents for Salesforce, so what are the pros and cons of using DocuSign in Salesforce to generate documents?

Pros:

• DocuSign Salesforce Integration is decent and you can create docs based on Salesforce data
• Build docs with all clicks and no code
• When working with complex documents from Salesforce Configure, Price, Quote, you can automatically sort table data which makes you more efficient
• You have the flexibility to generate documents from standard and related objects

Cons:

• DocuSign can quickly become expensive as licensing costs climb for larger enterprises
• Limited ability to customize your Salesforce integration
• Limited Offline capabilities
• Typically everything is saved to DocuSign and you don’t view your data in Salesforce

PandaDoc

PandaDoc has been around for over a decade and directly integrates with Salesforce. What began as a Startup has ended up being a global brand. But how good is the PandaDoc? And does PandaDoc Salesforce Integration live up to the hype? Let’s check out the pros and cons below:

Pros:

• Fast Doc Gen
• Track your doc in Salesforce
• PandaDoc is available on the AppExchange and offers no-code Salesforce integration!
• Relatively simple to use

Cons:

• This can be an expensive option, depending on your licensing needs
• Depending on your license, there might be size limits on your docs
• This solution is ideal for simple projects but it isn’t very flexible when it comes to more complex documentation needs

Zoho Docs

Zoho Docs does not have a Salesforce integration on the AppExchange. If you want to get a Zoho Salesforce integration then you will probably have to use a third-party integration platform (Zapier is the most well-known) or you can go the hard route and try out custom development. So what are Zoho’s pros and cons:

Pros:

• Intuitive and relatively simple to use
• Use document versioning features
• Sharing documents is pretty straightforward and you can set the document permissions that suit you

Cons:

• It does not directly integrate with Salesforce
• Unsuited to custom or complex use cases. This is a basic tool
• Similarly, analytics are pretty simplistic and won’t give you in-depth insights

Conga 

Conga is a household name in terms of Doc Gen and is well known for helping you create and track documents for Salesforce. Below we check out the top pros and cons of Conga for Salesforce:

Pros:

• Salesforce Conga integration is decent and you can read more about this on the AppExchange
• You can save time by pulling data from Salesforce into templates
• This tool has no problem integrating with leading eSignature solutions.

Cons:

• Recent reviews on the AppExchange indicate below-average customer support
• Ease of use is a big challenge and you can’t do everything drag-and-drop
• Admin panel is badly designed and not intuitive

Docomotion

Docomotion is designed to help you generate and automate your documents. The good news is that it has a relatively fast and reliable integration with Salesforce. This is not a bad tool though word on the street is that it is less than ideal if you are after custom implementations. Here are its pros and cons:

Pros:

• Docomotion’s Salesforce integration is reputable and you can get all the details on its AppExchange page
• This solution offers several options for automating your workflows in Salesforce
• Docomotion integrates with most leading eSignature solutions, which is useful when you want documents signed

Cons:

• This can be a pricey option, both in terms of licensing and implementation
• Bespoke workflows are often a challenge and you might need development
• Recent reviews on the AppExchange indicate it’s tough to set up

Nintex

Nintex is a Document Generation tool that you have more than likely heard of and it likes to market itself as a solution that requires little to no technical ability to use. Sounds good, but what are its biggest strengths and weaknesses? We break it down:

Pros:

• Nintex Doc Gen integrates directly with Salesforce and you can read more about this on the AppExchange
• Nintex Doc Gen for Salesforce provides robust reporting and analytics
• This tool has some great security features including access based on your role and encryption.

Cons:

• Nintex Salesforce solutions and document generation is not always super scalable, so take a good look at your requirements beforehand
• Recent reviews on the AppExchange suggest it does in fact require technical know-how to use properly
• Reporting features are somewhat limited

Formstack

Formstack, as the name suggests, is usually better known for its form-building functionalities than it is for Document Generation but its direct integration with Salesforce earns it a spot on this list. So where does Formstack win big and where can it improve?

Pros:

• Formstack Salesforce integration is a direct one and you can find this tool on the AppExchange
• The tool is relatively intuitive and easy to use
• It integrates with most leading eSignature tools so you can sign docs fast

Cons:

• Lack of documentation or information on their platform
• Support does not always get back to you (as indicated in a recent AppExchange review)
• The interface is also unreliable and often buggy

S-Docs

S-Docs Salesforce integration is right up there with the best. And arguably this is the best option on the list so far. Claiming to be the only native document generation tool for Salesforce, this tool talks a big game and has a good reputation. So should you choose it?

Pros:

• Robust Salesforce integration, though some in the industry would say it’s not entirely “native”
• Generates docs fast and helps you automate workflows
• Useful document templates

Cons:

• No-code formatting for your tables is limited. It seems that inserted images aren’t always rendered, and inserting a related list does not reliably function.
• Your PDF templates have a narrow range of fonts and CSS styles. This means you don’t get flexible styling options
• To create custom layouts, you may need code
• Limited ability to merge templates
• You can’t generate PDF and Word docs with interactive fields

Titan Docs: Best Document Generation Software

Last on this list is Salesforce’s secret weapon: Titan Docs. Titan is an all-in-one codeless solution for Salesforce designed to help you generate docs, build forms, sign fast, send surveys, streamline contract management, and build beautiful portals. The beauty of Titan is that you can implement any kind of project you want using no code. This is a breath of fresh air in a market where usually your options are:

• Declarative tools with limited abilities
• Advanced and flexible tools that require coding or development

With Titan, you don’t have to make difficult choices and you never have to compromise. Using our powerful point and click document generation tool you can generate quotes, proposals, invoices, contracts, and so much more in just a few easy clicks. So what are our biggest pros and cons?

Pros:

• It’s very easy to relate an uploaded file to whatever record you want in Salesforce
• It’s simple to upload a file from a form to Salesforce
• Dynamically generate documents
• Interactive (pre-filled) fields based on Salesforce data
• Real-time integration with Salesforce. Data flows to the #1 CRM in real-time and we can pull it right back for the most up-to-the-minute documents
• No code and no custom development
• Flexible and scalable
• You get to harness the full power of Salesforce Automation tools when generating your docs. This means using Flow, Process Builder, and Apex
• Titan’s easy-to-use Microsoft Word add-in works with bi-directional Salesforce integration
• You have lots of storage options and Titan integrates with external storage providers like Google Drive, OneDrive, SharePoint, and lots more
• Titan Docs easily integrates with other Titan modules such as forms, sign, web, survey, and flow, allowing you to customize an end-to-end process with clicks only
• Mass Document Generation for Salesforce is a breeze

Cons:

• Onboarding time can vary depending on the complexity of your use case.

So, if you liked the sound of Titan for Salesforce and are keen for a cost-effective, zero code tool that does it all for docs, why not get in touch?

Use Cases and Document Generation for Salesforce Industries

If you have stayed with us and enjoyed this article so far, you might be wondering: how does all this apply to my business? And how will I use Salesforce Document Generation in my everyday life? Great question! Here, we break down the top use cases, which are applicable across a range of different Salesforce industries.

Sales Proposals

Pre-populate templates based on Salesforce data on customers and leads to automate every step of the Sales proposal process. This way, your Sales people can focus on networking with leads and customers and skip manual admin. Sales proposal creation in Salesforce can be completely streamlined. You can even track the level of engagement with your proposal. Proposals can be used across every industry from Legal to Finance, and much more.

Quotes

Salesforce quotes can save you hours every week and give you the ability to close deals with customers faster and more efficiently. Using document generation, you can create quotes for Salesforce based on accurate data, pre-populate them, review your docs, and get them signed. Salesforce CPQ can also complement this process! Of course quotes are relevant to a wide variety of industries including technology, eCommerce, and insurance.

Contracts

Ensure complete accuracy with Salesforce contracts and track them every step of the way. When you use document generation for contracts in Salesforce, you are able to quickly create docs based on up-to-the-minute data and bring together multiple parties to review and sign your contract efficiently. Contracts help seal the deal in most industries you can think of including Education, Manufacturing, Media, and so much more.

Invoices 

When you use document generation for Salesforce invoices, you can ensure all customer information is automatically pulled into your document and that the invoice is sent out efficiently. This means no delays for invoices and completely accurate records for more efficient business processes.

Reports

Salesforce reports can be an essential part of analyzing your business and getting data-driven insights. Using document generation, you can gather relevant data and create a report your stakeholders will love. Afterwards, you can store your reports in Salesforce to re-examine in the future. You can even create Salesforce joined reports to combine different report types.

Agreements 

Never settle for sub-standard agreements again and ensure that every detail is based on data coming from the #1 CRM. With document generation for Salesforce agreements, you can automate every step of the agreement process from template creation to pre-population, and from reviewing to signing the agreement. Agreements are crucial to most business processes, no matter your Salesforce industry!

Presentations

Salesforce presentations are another type of document you can generate with Salesforce. Whether this be for an important board meeting or as part of an annual review of your company’s performance, getting the power of Salesforce data, analytics, and insights in your presentations is a game-changer.

Letters & Correspondence

Virtually stamp the Salesforce letterhead on all your letters and correspondence! Never miss a letter or forget to reach out to a valued client or partner again. With Salesforce you can get personalized insights on each and every single one of your correspondents to generate tailored letters with letter generation software. No more generic emails or correspondence again!

Certificates & Diplomas 

Another use case is that you can automatically generate certificates and diplomas using Salesforce data. This is a great use case if you care in Education and need to generate these documents in bulk while still recognizing individual names and achievements.

Onboarding Packets 

With document generation, you can ensure that every new employee has absolutely any tool they need to succeed. Compliance docs, orientation guides, legal documentation, training materials, benefits details, and much more can be created based on Salesforce records and sent to new recruits in the format of your choosing. How’s that for smooth Salesforce onboarding.

QR and BarCodes

With the right doc gen tool, you can map barcodes and QR codes from your docs to Salesforce for digital payments, invoices, order processing, and transactions. The best tools will allow you to do this statically or dynamically depending on your preferences and the needs of your use case. This is especially useful in manufacturing where you can scan purchase orders and much more at the touch of a button.

Final Thoughts on Document Generation in Salesforce 

We hope you enjoyed this article on document generation for Salesforce and learned something new! The benefits of document generation are clear and from our perspective best enjoyed with a third-party app!

We hope to see you soon!

Disclaimer: The comparisons listed in this article are based on information provided by the companies online and online reviews from users. If you found a mistake, please contact us.

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