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Automation Service

The Automation Service allows users to automatically create documents and send them by email based on specific conditions or business events.

The service can be initiated using Salesforce Flow, Apex Trigger, or another supported automation method. Users can define the conditions under which the document should be generated and the email should be sent.

Once the automation is configured and activated, the system automatically performs the required actions whenever the defined conditions are met.

How It Works

The Automation Service follows these steps:

1. A record is created or updated on the target object.
2. The configured Flow, Trigger, or automation evaluates the defined conditions.
3. If the conditions are satisfied, the Automation Service is invoked.
4. The system creates the document using the configured document template.
5. The generated document can then be sent to the required recipient by email.

User Configuration

Users must create and configure their own Flow or Trigger based on their business requirements.

The Flow or Trigger should:

• Define the target object on which the automation should run.
• Specify whether the automation should run when a record is created, updated, or both.
• Define the conditions that must be satisfied.
• Invoke the Automation Service when the conditions are met.
• Ensure that the automation is activated after configuration.

Once activated, the automation will run automatically whenever the specified conditions are met.

Example: 

Scenario : Send a Document for Signature When an Opportunity Is Closed Won

A business may want to automatically send a document to a customer for signature when an Opportunity is marked as Closed Won.

Configuration

A Flow can be created with the following condition:

Object: Opportunity
Trigger: When a record is created or updated
Condition: Opportunity Stage = Closed Won

When the Opportunity is changed to Closed Won:

1. The Flow detects that the specified condition has been met.
2. The Flow invokes the Automation Service.
3. The Automation Service creates the document using the configured document template.
4. The generated document is sent to the specified recipient by email for signature.

This eliminates the need for users to manually generate the document and send the email each time an Opportunity is successfully closed.

Important Notes

• The Flow or Trigger must be activated for the automation to execute.
• Users are responsible for configuring the appropriate conditions based on their business requirements.
• The required document template and email configuration should be available before the automation is executed.
• The automation runs only when the configured conditions are satisfied.

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