"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.
For those who want to try it quickly
Yoom offers templates for automating workflows using Salesforce! If you want to try it right away, click the banner below to get started!
When the opportunity object in Salesforce is updated to a specified status, issue a quote and send it via Outlook.
■Overview The flow 'When the Salesforce Opportunity object is updated to a specified status, issue a quote and send it via Outlook' is a business workflow aimed at improving the efficiency of sales activities. By simply updating the status of an opportunity in Salesforce, sales representatives can automatically create a quote and send it to the customer through Outlook. This eliminates the need for manual quote creation and email sending, enabling quick responses.
■Recommended for ・Sales representatives using Salesforce for sales activities ・Sales team leaders who spend a lot of time creating and sending quotes ・Executives who want to automate operations and streamline the sales process ・Those who want to reduce human errors when creating quotes
■Notes ・Please integrate Salesforce, Google Sheets, and Outlook with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Branches are available from the Mini Plan and above, and Salesforce is an app available only with the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Various Methods to Automatically Create Quotes Using Salesforce Data
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!
Automatically Create Quotes Using Salesforce Data and Send/Forward Them via Email
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.
Issue a quote from Salesforce opportunity information and send it via Gmail.
■Overview The "Generate a quote from Salesforce opportunity information and send it via Gmail" flow is a business workflow that streamlines the sales process. Based on the opportunity information registered in Salesforce, it automatically creates a quote and sends it to the customer via Gmail. This significantly reduces the manual effort of creating and sending quotes, allowing the sales team to focus on more important tasks. Additionally, accurate quote creation reduces the risk of human error.
■Recommended for ・Sales representatives managing opportunities using Salesforce ・Sales managers spending a lot of time creating and sending quotes ・Owners of small and medium-sized businesses considering sales process automation ・Sales teams looking to improve quote consistency and accuracy ・Sales support staff facing challenges with manual quote management
■Notes ・Please integrate Salesforce, Google Sheets, and Gmail with Yoom. ・Refer to the following for trigger setup using the Chrome extension. https://intercom.help/yoom/en/articles/8831921 ・Salesforce is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview The flow 'When the Salesforce Opportunity object is updated to a specified status, issue a quote and send it via Outlook' is a business workflow aimed at improving the efficiency of sales activities. By simply updating the status of an opportunity in Salesforce, sales representatives can automatically create a quote and send it to the customer through Outlook. This eliminates the need for manual quote creation and email sending, enabling quick responses.
■Recommended for ・Sales representatives using Salesforce for sales activities ・Sales team leaders who spend a lot of time creating and sending quotes ・Executives who want to automate operations and streamline the sales process ・Those who want to reduce human errors when creating quotes
■Notes ・Please integrate Salesforce, Google Sheets, and Outlook with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Branches are available from the Mini Plan and above, and Salesforce is an app available only with the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Automatically create quotes with Salesforce data and send/forward them to chat tools
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.
[[173583,69695,]]
Automatically create quotes with Salesforce data and automatically write and transfer them to a storage service
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.
Generate a quote from Salesforce opportunity information and store it in Box.
■Overview The "Generate a quote from Salesforce opportunity information and store it in Box" flow is a business workflow that realizes the efficiency of the sales process. Based on the opportunity information registered in Salesforce, it automatically creates a quote and securely saves it in Box. This automation reduces the hassle of creating quotes and creates an environment where the sales team can focus on their core tasks.
■Recommended for ・Sales representatives who manage opportunities using Salesforce ・Team leaders who spend time creating quotes and managing files ・Executives who already use Salesforce and Box and want to automate business processes ・Those who want to improve the accuracy of quote creation and reduce human error ・Those who want to improve the efficiency of sales operations and increase team productivity
■Notes ・Please integrate Salesforce, Google Sheets, and Box with Yoom. ・Please refer to the following for how to set triggers using the Chrome extension. https://intercom.help/yoom/en/articles/8831921 ・Salesforce is an app that can only be used with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections of the flow bot you have set will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview The flow 'When the Salesforce Opportunity object is updated to a specified status, issue a quote and store it in One Drive' is a business workflow that achieves efficiency in sales operations and automation of data management. By implementing this workflow utilizing Yoom, a quote is automatically created and securely saved in One Drive simultaneously with the status update, enabling smooth operation of the sales process.
■Recommended for ・Sales representatives managing opportunities using Salesforce ・Sales team leaders who want to improve efficiency by reducing the time taken to create and save quotes ・IT administrators considering automation of data management in the sales process ・Executives who want to prevent mistakes in quote creation and storage omissions ・Companies looking to integrate operations by linking multiple SaaS applications
■Notes ・Please link Salesforce, Google Sheets, and One Drive with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Branches are available from the Mini Plan and above, and Salesforce is an app available only with the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Let's Create a Flow to Automatically Generate Quotes Using Salesforce Data
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:
Integrate Salesforce, Outlook, and Google Sheets with My Apps
Copy the template
Set up triggers in Salesforce and configure actions in Outlook and Google Sheets
Turn on the trigger to complete the flow setup
When the opportunity object in Salesforce is updated to a specified status, issue a quote and send it via Outlook.
■Overview The flow 'When the Salesforce Opportunity object is updated to a specified status, issue a quote and send it via Outlook' is a business workflow aimed at improving the efficiency of sales activities. By simply updating the status of an opportunity in Salesforce, sales representatives can automatically create a quote and send it to the customer through Outlook. This eliminates the need for manual quote creation and email sending, enabling quick responses.
■Recommended for ・Sales representatives using Salesforce for sales activities ・Sales team leaders who spend a lot of time creating and sending quotes ・Executives who want to automate operations and streamline the sales process ・Those who want to reduce human errors when creating quotes
■Notes ・Please integrate Salesforce, Google Sheets, and Outlook with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Branches are available from the Mini Plan and above, and Salesforce is an app available only with the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Step 1: Integrate Salesforce, Outlook, and Google Sheets with My App
[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.
Step 2: Copy the Template
Now, let's explain using the template. First, click on this banner.
When the opportunity object in Salesforce is updated to a specified status, issue a quote and send it via Outlook.
■Overview The flow 'When the Salesforce Opportunity object is updated to a specified status, issue a quote and send it via Outlook' is a business workflow aimed at improving the efficiency of sales activities. By simply updating the status of an opportunity in Salesforce, sales representatives can automatically create a quote and send it to the customer through Outlook. This eliminates the need for manual quote creation and email sending, enabling quick responses.
■Recommended for ・Sales representatives using Salesforce for sales activities ・Sales team leaders who spend a lot of time creating and sending quotes ・Executives who want to automate operations and streamline the sales process ・Those who want to reduce human errors when creating quotes
■Notes ・Please integrate Salesforce, Google Sheets, and Outlook with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Branches are available from the Mini Plan and above, and Salesforce is an app available only with the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
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.
Step 3: Set a trigger to activate when a record is registered or updated in the Opportunity object in Salesforce
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".
Once entered, click "Test". If the test is successful, "Save".
Step 4: Set a Branch
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".
Step 5: Set an Action to Retrieve Salesforce Records
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".
Step 6: Set an Action to Retrieve Salesforce Records
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".
Step 7: Set an Action to Create a Quote
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".
Step 8: Set an Action to Notify Outlook
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】.
Step 9: Test and Verify
Once the setup is complete, the following display will appear, so click "Turn ON Trigger". Start the Flowbot and verify that it operates correctly.
Other Automation Examples Using Salesforce
Convenient Automation Examples Using Salesforce
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.
Create a payment link from Salesforce for Stripe and send it via email.
■Overview The flow 'Generate a contract from Salesforce account information and store it in Notion' is a business workflow that facilitates smooth contract creation and information management in sales operations. It automatically generates contracts using account data managed in Salesforce. Furthermore, by organizing and storing these contracts in Notion, centralized information management is achieved. This supports efficient business operations by eliminating the hassle of manual data entry and document management.
■Recommended for ・Sales representatives managing account information using Salesforce ・Small business owners who find contract creation and management cumbersome ・Team leaders who organize and share information using Notion ・IT personnel aiming to promote automation and efficiency ・Legal department personnel aiming to standardize the contract process
■Notes ・Please integrate Yoom with Salesforce, Google Docs, and One Drive. ・Refer to the following for trigger setting methods using the Chrome extension. https://intercom.help/yoom/en/articles/8831921 ・Salesforce is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
While exploring ways to improve operational efficiency in a small to medium-sized enterprise in a region with limited human resources, we discovered Yoom. I was amazed at how much efficiency could be achieved by implementing Yoom, something I had casually wished for. Even without any knowledge or experience in systems or programming, our operations have significantly transformed, and I am writing to share this experience with many others who might feel the same way.
.avif)
