This explains how to integrate Salesforce with Dropbox to save files to Dropbox when the status changes in Salesforce.
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2024/10/18
This explains how to integrate Salesforce with Dropbox to save files to Dropbox when the status changes in Salesforce.
r.suzuki
As businesses evolve, efficient information management and file sharing are becoming increasingly important. In particular, an environment where the entire team can quickly access the latest data is directly linked to the speed and accuracy of operations. However, manually saving and managing files can sometimes be cumbersome and prone to errors. Therefore, this time, we will introduce a convenient flow to automatically save files to Dropbox with status changes in Salesforce. We will also explain the setup method that anyone can use with simple settings, so please refer to it!
Benefits of Integrating Salesforce and Dropbox
Benefit 1: Streamlining Data Management
Files are automatically saved to Dropbox according to status changes in Salesforce, eliminating the need for manual work and improving the efficiency of data management and organization. Additionally, since information can be centrally managed by the entire team, improvements in the speed and accuracy of operations can also be expected. For example, when the sales department changes the deal status to closed, the contract is automatically saved to Dropbox, eliminating the need for manual saving. Since Dropbox information can be quickly shared with the entire team, the accounting department can proceed smoothly to the next business flow without having to confirm with the sales department each time, leading to improved efficiency in contract management.
Benefit 2: Reducing Workload and Errors
Manual file saving carries a high risk of errors and omissions, but automation can eliminate this risk. By reducing the working time of the person in charge, they can focus on other important tasks, which may ultimately lead to improved business productivity. For example, in the general affairs department, when employee information status changes, related documents are automatically saved to Dropbox. This not only prevents errors in manual saving and ensures accurate information is stored, but also helps prevent delays and confusion in customer responses due to work errors.
[About Yoom]
How to Create a Salesforce and Dropbox Integration Flow
First, please access the official Yoom website and create an account. If you have already registered an account, please log in. Yoom Account Issuance Page
Step 1: Connect My Apps with Salesforce and Dropbox
1) After logging into your Yoom account, register the apps you want to use. Click "My Apps" and select "New Connection."
2) Select the app you want to register and log in with the account you use for each app. Once the first app is registered, click "New Connection" again to register the second app.
3) Once registered, icons will appear in My Apps. Check if the icons for the two registered apps are displayed.
* Salesforce is an app available only with some paid plans. In plans not covered, Flowbot operations and data connect will result in errors, so please be careful. However, a two-week free trial is available for paid plans. During the free trial, you can use the restricted apps. What you can do with the free trial and how to start | Yoom Help Center (intercom.help)
This time, we will create a flow [Save files to Dropbox when the status is changed in Salesforce]. The creation process is as follows:
・Copy the template ・Create a trigger in Salesforce for "When a record is created or updated in a custom object" ・Next, set "Get the content ID of the file linked to the record" in Salesforce ・Then, set "Get the latest content version ID" in Salesforce ・Further, set "Download the file" in Salesforce ・Finally, set "Upload the file" in Dropbox
Step 2: Select and Copy the Template
1) Open the template above and click on the "Try this template" icon.
2) The following display will appear.
Click on the icons with "!" displayed on the right in order and set the operations. You can edit the title and details by clicking, so make changes as needed.
Step 3: Set the Trigger
Click on "App Trigger: When a record is created or updated in a custom object".
Step 4: Set Salesforce Action ①
1) Select the action "When a record is created or updated in a custom object" and click "Next".
1) Return to the flow and click on the icon "Integrate with App: Get Content ID of File Linked to Record".
2) Select the action "Get Content ID of File Linked to Record" and click "Next".
3) Fill in all required fields. Use Salesforce output information to input the Record ID as in Step 5-3). Select {{Record ID}} from the candidates, click "Test" once completed, and after success, click "Save".
Step 6: Set Salesforce Action ③
1) Return to the flow and click on the icon "Integrate with App: Get Latest Content Version ID".
2) Select the action "Integrate with App: Get Latest Content Version ID" and click "Next".
3) Fill in all required fields. Use Salesforce output information to input the Content ID as in Step 5-3). Select {{List of Content IDs}} from the candidates, click "Test" once completed, and after success, click "Save".
Step 7: Set Salesforce Action ④
1) Return to the flow and click on the icon "Integrate with App: Download File".
2) Select the action "Integrate with App: Download File" and click "Next".
3) Fill in all required fields. Use Salesforce output information to input the Content Version ID as in Step 5-3). Select {{Content Version ID}} from the candidates, click "Test" once completed, and after success, click "Save".
Step 8: Set Dropbox Action
1) Return to the flow and click on the icon "Integrate with App: Upload File".
2) Select the action "Integrate with App: Upload File" and click "Next".
3) Fill in all required fields. Once completed, click "Test" and after success, click "Save".
This completes the flow of 【Saving files to Dropbox when the status changes in Salesforce】.
Step 9: Test and Verify
Once the setup is complete, the following display will appear, so click "Turn on Trigger". Start the flow bot and verify that it operates correctly.
The template used this time is here
Other Automation Examples Using Salesforce and Dropbox
Here are some other automation templates using Salesforce and Dropbox available in Yoom. Please utilize these templates according to the tasks you want to automate and the apps you are currently using.
1. Create a folder in Dropbox when an account is registered in Salesforce This template allows you to automatically create a folder in Dropbox when a record is registered in the Salesforce account object, and add the folder URL to Salesforce. This eliminates the need for manual folder creation and URL registration, improving work efficiency. Additionally, it enables quick information sharing between different teams and facilitates smooth progress tracking and issue analysis.
2. Add ToDo Object from Salesforce to Microsoft Excel This template automatically adds necessary information to a Microsoft Excel database when a ToDo object is registered in Salesforce. This allows staff to be freed from manual data entry tasks, enabling them to focus on more important tasks such as processing ToDos and customer interactions.
3. Send a template email from Gmail based on Salesforce contact information This template automatically sends a template email from Gmail in response to contact events, eliminating the need for manual sending by the person in charge and improving work efficiency. Additionally, the risk of human error is reduced, allowing for more courteous and accurate customer service.
Summary
The flow that automatically saves files to Dropbox in accordance with status changes in Salesforce eliminates the need for manual work, not only preventing errors but also facilitating quick information sharing within the team. Additionally, by reducing manual tasks and creating an environment where you can focus on important work, productivity is expected to improve.
With Yoom, which we introduced this time, you can easily set it up without programming knowledge, allowing anyone to easily implement app integration. It is a convenient automation tool that you definitely want to use if you want to streamline daily operations and enhance the productivity of the entire team. Use this blog as a reference and try challenging app integration.
The person who wrote this article
r.suzuki
I came across Yoom when I was searching for ways to improve work efficiency on a daily basis at a small and medium-sized enterprise in a region where human resources are limited.
I was casually thinking that it would be nice if this were the case, and by introducing Yoom, we can make it so much more efficient! I'm moved.
Even though I have no knowledge or experience with systems or programming, my work has changed drastically, so I'm writing that I hope I can share it with many people who feel the same way.
Conventional RPA can only automate simple repetitive tasks, and the setup process was very complicated. With “hyperautomation,” which combines various technologies such as AI, API, RPA, and OCR, it is possible to automate many tasks that could not be realized until now more easily than before.
Most tools simply connect one app to another, leaving the complex tasks to you. Yoom goes much further: From document creation and browser automation to OCR and generative AI, Yoom handles it all seamlessly in one platform.
Why settle for basic integrations? Streamline your entire workflow with Yoom’s powerful hyperautomation.
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