Understanding the Salesforce Integration

How does SpotDraft’s integration with Salesforce work?

Organisations using Salesforce to manage deals often find their contracting process fragmented with the Sales and Legal teams being at the two ends of the cycle.

SpotDraft’s integration, listed on the Salesforce AppExchange enables Sales teams to create, manage and close contracts on Salesforce. All this, while meeting the organisational standards.

 

With this integration, you can:

  • Create and manage contracts on Salesforce
  • Send contracts for internal/external reviews and signatures
  • Maintain a contract history on Salesforce
 

Read on to understand if the out-of-the-box integration can support your requirements.

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Alternatively, use this link to check if our out-of-the-box integration is suitable for you.
 

Can the integration work from any Salesforce Object?

The SpotDraft LWC app is built in a way that it can support the most common starting points for contract creation. The following supported objects can be used for contract creation:

  1. Opportunity
  1. Account
  1. Contract

When you create a contract on Salesforce, deal values from the respective object will be picked up based on the pre-defined mapping.

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If you use any other Salesforce object as the starting point, SpotDraft’s Salesforce integration will not work for you.

Can data be pulled in from any related objects?

The integration only supports picking data from the direct fields or immediate children.

Below is the list of supported fields from each of the supported objects:

  1. Opportunity
    1. Details from the associated Account object.
    2. Opportunity fields. Ex: Opportunity.StageName, Opportunity.Notice_Day__c Opportunity.Effective_Date__c, etc.
    3. Associated lookup fields that are references to another object (only when the SpotDraft lightning component is placed on the Opportunity object).
    4. Details from the Quote Lines of the primary Quote. This is usually used in Order Forms where there is a table.
    5. Details from the Opportunity Products. This is usually used in Order Forms where there is a table.
      1.  
  1. Account
    1. Account fields. Ex: Account.Name, Account.Type__c, etc.
    2. Associated lookup fields that are references to another object (only when the SpotDraft lightning component is placed on the Account object).
      1.  
  1. Contract
    1. Contract fields. Ex: Account.Name, Account.Type__c, etc.
    2. Associated lookup fields that are references to another object (only when the SpotDraft lightning component is placed on the Contract object).
    3.  
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To ensure a successful integration with Salesforce, your setup should follow the above mentioned structure.
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For any additional requirements, speak with our team for a custom integration project.
 

Integration features:

 
  1. App-level features
    1. Enable contract creation when a condition is met
      1. If your organisation has SOPs for contract creation, you can set a condition to enable the ‘New Contract’ button on Salesforce. For example, the ‘New Contract’ button should only get enabled when an Opportunity reaches the Negotiation stage.

         
    2. Take an overview of contracts associated with a Salesforce object
      1. See the most relevant information for contracts that were created from Salesforce like the contract title, status, signatories, etc.

         
    3. Avoid contract duplication
      1. Restrict users from creating a contract if another copy of the same type is in signing stage to ensure no duplicates are created.

       
  1. Contract-level features
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  1. Open In SpotDraft: You can open the contract on SpotDraft to use the full potential of SpotDraft.
    1.  
  1. Upload New version: Upload a new version of the contract that you may have received over emails.
    1.  
  1. Continue Editing: If a template contract was not completed, you can go back and continue from where you left off.
    1.  
  1. Preview: You can preview the latest version of the contract. You can also download the version from here.
    1.  
  1. Void contract: You can void a contract from Salesforce.
    1.  
  1. Refresh Data: Update the SpotDraft contract with the latest information from Salesforce. Note that this will work as long as the contract is still in the template state.
 

What are the supported workflows?

Create contracts from templates

Template contracts reduce the effort of manually entering values into the draft contract, while ensuring you get an error-free document.

All the relevant details like counterparty information and contract particulars will be auto-filled into the document, based on the mapped values available on Salesforce.

For a faster turnaround time and avoiding confusion, you can also choose to make specific contract templates available to users. You can decide on the list of templates that the users can pick from, or add conditions that unlock the template, when met.

 

Here’s how you create a template contract on Salesforce:

Step 1:

Go to the SpotDraft widget on the linked Salesforce object.

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Step 2:

Click on ‘+ New Contract’ button.

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Step 3:

Select the ‘Create Contract from Template’ workflow.

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Step 4:

Select the relevant template from the available list.

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Step 5:

Verify the contract and counterparty details pulled in from Salesforce and take the next steps.

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The actions that you can take on a contract are:

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  1. Create Contract Draft: This creates a draft document on SpotDraft. You can continue editing this document either on Salesforce or on SpotDraft.
    1.  
  1. Share Contract: You can send the current version of the contract to your counterparty for their review. If the template has a counterparty questionnaire, they can fill in their information using the link.
    1.  
  1. Request Review: If you require an internal review, assign it to the appropriate member and send it across.
    1.  
  1. Send For Signatures: When the contract is finalised and it’s time for signatures, you can use this option. This will send an email to all the recipients and the signatories can sign the contract.
 

Other features

  1. Filter the templates: You can decide to make templates available to users based on certain conditions. For example, you can say that the NDA should be available if the Opportunity Stage is ‘Value Proposition’, while an MSA is needed only when it’s ‘Closed’.
    1.  
  1. Restrict duplicates: It is possible that the user sends an NDA for signing but hasn’t been signed by all parties yet. If they choose to send another NDA, it becomes a duplicate. To ensure that this doesn’t happen, you can choose to disallow duplicate. In such cases, if a contract is in signing stage the app will stop you from creating another unless you unmark the existing one for execution.
    1.  
  1. Configure the contract actions: Based on your internal process, you can decide to show/hide/reorder the 4 available actions (Save draft, Send to counterparty, Send for review, Send for signatures). For example, a standard NDA will only require signatures and no negotiations or review. In such cases, you can hide the other 3 options.
 

Upload contracts for internal review

You can upload external contracts to SpotDraft, directly from Salesforce and assign them to the relevant person/team for review.

This flow is primarily used in two cases:

  1. When you have to upload a customer/third-party contract.
  1. When you have to upload your own contract that was edited outside SpotDraft.
 

Step 1:

Click on the ‘+ New Contract’ button on the SpotDraft widget.

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Step 2:

Select the ‘Third Party Contract’ workflow.

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Step 3:

Upload the contract from your device, add additional contract details and click on ‘Upload’.

You can send the contract for an internal review, right from Salesforce.

 
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If you are trying to upload an edited version of an existing contract that you created on Salesforce, use the ‘upload a new version’ option instead of uploading it as a new contract.
 
 

Custom SpotDraft Objects

The custom objects called SpotDraft Contract and SpotDraft Signatory are used to capture the details of the contracts that are created from Salesforce.

This is aimed at letting the users use the power of Salesforce reporting. Using these custom objects:

  1. If the contract is created, you can see the basic details of the contract such as title, status, link to SpotDraft, etc. Signatory details will not be captured at this point as it could change later.
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  1. If the contract has been sent out for signatures, you can see who the signatories are.
    1.  
  1. If a signatory signs a contract, you can see that they have signed it. So it’s always easy to look at who the contract is pending on.
    1.  
  1. Once the contract is signed by all parties, a PDF of the executed version will be captured.
 

A donut chart representing the total contracts grouped by their status.

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Sync Key Pointer details to Salesforce fields

(Opportunity, Account and Contract)

Key pointer data includes crucial details like deal size, key dates, status, etc. The integration ensures that any updates or changes made to the Key pointers on contracts are automatically reflected in corresponding records on Salesforce, providing real-time accuracy.

This sync extends to Salesforce objects - Accounts, Opportunities and Contracts.

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