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"Creating a quotation often involves adding customer and product information..."
"Isn't there a way to automate the process of sending emails and storing documents in cloud services after issuing a quotation?"
Manually creating and sharing quotations can be a cumbersome task.
If you have such concerns, leveraging automation is recommended.
For example, when the status of an opportunity object in Salesforce is updated, you can automatically generate a quotation and send it via email.
This allows for streamlining the process from quotation creation to sending, thereby reducing the workload.
In this article, we will explain how to automate the creation of quotations using Salesforce data, so please read to the end.
Yoom offers templates for automating workflows using Salesforce! If you want to try it right away, click the banner below to get started!
There are several ways to automatically create quotes using Salesforce data. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to experience quote creation using Salesforce data right away. Registration takes just 30 seconds, so feel free to give it a try!
You can automatically create quotes using Salesforce data and send/forward them via email.
Quotes are automatically generated based on customer information and product data and are sent via email at specified times or under certain conditions, reducing manual errors and time loss.
This is recommended for those who want to streamline their sales process or for companies that wish to handle quotes quickly.
You can automatically create quotes using Salesforce data and send/forward them to chat tools.
Once a quote is created, it is immediately shared in file formats like PDF to chat tools such as Slack or Microsoft Teams.
This enables rapid information sharing within the team and is recommended for those who want to streamline collaboration between sales, support, and management departments.
You can automatically create quotes using Salesforce data and automatically write and transfer them to a storage service.
Once the quote creation is complete, the quote is immediately generated in formats such as PDF and saved to the specified cloud storage.
This streamlines the management and sharing of quote data, making it ideal for companies looking to optimize their sales flow.
Let's dive in and create a flow utilizing Salesforce!
This time, we'll proceed with a no-code approach using Yoom. If you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we will create a flow bot that issues a quote and sends it via Outlook when the Salesforce opportunity object is updated to a specified status!
The creation process is broadly divided into the following steps:
[Preparation for Salesforce]
When integrating Salesforce with Yoom, some settings are required on the Salesforce side as well.
After logging in, click the setup button at the top right and proceed with the settings.
Please refer to this for detailed information.
How to Register My App in Salesforce | Yoom Help Center
[Preparation for Google Sheets]
This flow requires preparing a Google Sheets invoice to create an estimate based on the information.
Please refer to this.
📄 How to Set Up "Issue Documents" | Yoom Help Center
For this instance, it was created in the following format.
1)After logging into your Yoom account, register the app you will use next.
Click "My Apps" and select "Add".
2)A list of apps that can be connected with Yoom will be displayed, and you can search for each app one by one from the search window.
[For Salesforce]
Once you can select Salesforce, log in with the account name you will use.
Note: If you are already integrated with other services, the API integration with Yoom may not function properly. Please be careful.
On the access confirmation screen, click "Allow".
[For Outlook]
Once you can select Outlook, log in with each account you will use.
Note: "Microsoft 365 (formerly Office 365)" has both personal and business plans (Microsoft 365 Business). If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.
For more details, please check here.
How to Register My App in Microsoft365 Services and Precautions | Yoom Help Center
[For Google Sheets]
Once you can select Google Sheets, log in with your Google account.
3)Once registration is complete, an icon will be displayed in My Apps.
Check if the icon of the registered app is displayed.
Now, let's explain using the template. First, click on this banner.
1) First, click on the "Try this template" icon.
2) The following confirmation screen will appear, so click "OK".
If it appears as shown below, the template has been copied.
The title and details can be edited by clicking on them.
Additionally, the copied template is saved in My Projects, so you can also open it from there.
Click on the icons with "!" displayed on the right in order from top to bottom to set the operations.
1) First, let's click on "App Trigger: When a record is resisterd or updated vate from Opportunity in the opportunity object"!
*Salesforce is an app for those using the Team Plan or Success Plan.
If you use it with the Free Plan or Mini Plan, the Flowbot operations and data connections will result in errors, so please be careful.
*There is a 2-week free trial for paid plans (Team Plan, Success Plan). During the trial period, you can try Salesforce, which is usually restricted, without any issues. Please take this opportunity to experience various features.
2) Confirm that the trigger action "When a record is created or updated in the opportunity object" is selected, and click "Next".
3) Select the trigger interval and enter your My Domain URL.
The trigger interval varies depending on your subscription plan.
Please check the details of your plan.
List of Function Restrictions and Usage Limits for Each Plan | Yoom Help Center (intercom.help)
If you have no particular preference, we recommend selecting the shortest time for your plan!
Once entered, click "Test".
If the test is successful, "Save".
1) Return to the flow and click on the "Branch: Command Operation" icon.
*The "Branch" operation is available for Mini Plan and above. Using it with the Free Plan will result in an error, so please be careful.
*Paid plans like the Mini Plan offer a 2-week free trial. During the free trial, you can freely try apps and features that are usually restricted, so please take advantage of it.
2) Confirm that the retrieved value for branching is "When a record is registered or updated in the Opportunity object" and the retrieved value is "Stage".
Also, confirm that the branching condition is "Stage" "Does not contain" and set any value.
This time, we set it to "Value Proposition", so the flow proceeds to create a quote when an opportunity with the "Value Proposition" status is registered or updated.
Once set, click "Save".
1) Return to the flow and click on the "Manage Database: Operate the Database" icon.
2) Confirm that the action "Get Multiple Records (up to 200)" is selected, enter your My Domain URL and the object's API reference name(Opportunity), and click "Next".
3) Here, we want to narrow down the relevant records from the database, so select from the Salesforce output to make it "Opportunity ID equals Opportunity ID".
About Output | Yoom Help Center
Once the input is complete, click "Test".
After the test is complete, "Save".
Once the input is complete, click "Test".
After the test is complete, "Save".
1) Return to the flow and click on the "Manage Database: Operate the Database" icon.
2) Confirm that the action "Retrieve Record" is selected, and enter your My Domain URL and the object's API reference name (Opportunity Product) as before, then click "Next".
3) Here, we want to narrow down to one relevant record from the multiple records filtered by Opportunity ID, so select from the Salesforce output to make it "Line item ID equals Item Name ID".
Once the input is complete, click "Test".
After the test is complete, "Save".
1) Return to the flow and click on the "Issue Document" icon.
2) Confirm that the action "Issue Document" is selected and enter the "Spreadsheet File ID".
When you click the box for template document settings, the integrated IDs will be displayed, so select the ID of the prepared quote.
3) Enter the replacement string.
The "String to be Replaced" contains the replacement parts of the created quote, so select and enter the relevant information from the retrieved values from Salesforce in the "Replacement String".
Once the input is complete, click "Test".
After the test is complete, click "Save".
1) Return to the flow and click on the "Send Email" icon.
2) Confirm that the action "Send Email" is selected and create the email content.
You can select and insert information from the retrieved value into the email content.
*In this case, the recipient is also quoted from the retrieved value, assuming that the relevant email address is entered in the description field of the opportunity information.
Once the input is complete, click "Next".
3) Review the sending content, test, and then "Save".
This completes the flow of 【Issuing a Quote and Sending it via Outlook when the Salesforce Opportunity Object is Updated to a Specified Status】.
Once the setup is complete, the following display will appear, so click "Turn ON Trigger".
Start the Flowbot and verify that it operates correctly.
You can notify Slack of report information or issue contracts from transaction information and store them in a database.
Additionally, since it can also connect with databases, it is possible to update data in Salesforce.
By automating various processes involved in creating and sending estimates, you can reduce the burden of manual work.
In particular, automation that creates estimates and sends emails triggered by updates to opportunity information through the integration of Salesforce and Outlook can ensure an accurate flow while preventing errors.
Additionally, you can create estimates based on Salesforce opportunity information and automatically notify chat tools or store them in storage services.
This allows for reduced working time and enables quick responses.
If you are interested in considering implementation or want to try it out, please create a free account from here.
Registration takes just 30 seconds, so you can quickly sign up during your work!
This automation is especially recommended for those who are overwhelmed with daily tasks!
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