haley.walsh

Component Library: Spend less time updating your templates

Blog Post created by haley.walsh Employee on Aug 9, 2016

Do you have multiple versions of a template document? Are you tired of making the same edits to each version of the template? Wouldn't it be nice to just manage one document rather than juggling multiples? Well now you can with Nintex Drawloop Document Generation's latest and greatest feature - the Component Library!

 

The Component Library allows admins to save time managing multiple document templates by creating and store simple text blocks (ie. paragraphs and/or clauses) in Salesforce that can be dynamically included into the generated document through the usage of filters. These text blocks, or Components, are combined and stored in a Component Group which can be used in one or more of your DDPs. For example, if you have multiple versions of a contract due to each version containing a different clause for each state you do business in you would store each state clause in a Component, group these Components in a Component Group, associate the Component Group with your DDP, and add filters to evaluate the Account Shipping State field. The Component Group would require you to add only one field tag into your template and when the contract is ran the appropriate state clause would populate.

 

Benefits:

  • Removes the need to have and maintain multiple templates
  • Removes the need to have complex IF statements in your template
  • Edit one template rather than multiple templates
  • Allows numbering, bullets, indentation, formatting text, etc.

 

Use Case:

Crestan Global is a hardware manufacturing company that ships products to California, Oregon, and Washington. They currently use Nintex Drawloop Document Generation to generate Non-Disclosure Agreements (NDAs). Each state has a different policy therefore the Salesforce admin has three document templates to maintain, one for each state.

Multiple_Files_by_State.png

 

Due to changes in federal laws, Crestan Global's Salesforce admin is often asked to update the NDA agreement throughout the year. The current process is to:

  • Open each template
  • Edit each template
  • Save each template
  • Re-upload the updated version of each template to Salesforce

The Salesforce admin must do this for each template every time a change needs to be made. We can all agree this is not an efficient process. But now, by incorporating the new Component Library feature, Crestan Global can manage each state's clause in the Component Library, create a filter to evaluate the Account Shipping State field for each of those customers, and dynamically insert the correct state law using a field tag. This allows the Salesforce admin to maintain ONE template rather than THREE!

 

Let's take a closer look at this configuration...

 

Configuration:

First, we will need to create a Component Group to store the different state laws in. Navigate to DDP and click the New Component Group button.
*Note: You may need to add this related list to the DDP page layout.

 

Enter a name to identify this group in the Component Group Name field. For this example, the Component Group will be called the 'Non-Disclosure Clause by State'. Once you have entered a name, click the New Component button.

New_Component_Group.png

 

The New Component pop-up window will appear. Provide the Component with a Name and enter the desired text in the Body section.

Once completed, click Create. Repeat this step for each dynamic block of text. For this example, we will have three components: California, Oregon, and Washington.

California.pngOregon.pngWashington.png

 

Once you've created and saved all the necessary Components, click the gear icon on each Component to add a filter.

Component_Filter.png

 

The Component pop-up window will open and you will now see the Add Filter button. Click this button and enter your filter parameters. Then click 'Done'. Since we only want the California clause to appear when the Shipping State field on the Account record is California we will set the Object to 'Account', Field to 'Shipping State', Operator to 'equal's, and Value to 'CA'.

Component_Filter_001.png

 

Now we have a Component Group containing all our different Components and have added the necessary filters to each Component. Click the 'Save' button in the top-right corner of the page to save this Component Group.

Save_Component_Group.png

 

You will then be redirected to the Connect Existing Component Group page. Click the Save button again to save this Component Group to your DDP.

 

Once saved, you will be brought back to the DDP record. Open the Field Tagger and set the Main Object drop-down to Component Group. You will then see a list of Component Groups available for use under the Field drop-down. We will select the 'Non-Disclosure Clause by State' Component Group. Copy the field tag and paste it into your template.

Tagged_Doc.png

 

Once you have updated your template with the Component Group field tag, replace the existing DDP template and run the DDP.

 

Outcome:

The DDP will now only require one template document rather than the initial three templates. When Crestan Global's Sales Team goes to send the NDA to new customers, the Shipping State field will drive which paragraph of text is inserted into the generated NDA contracts. If Crestan Global must edit the template, the Salesforce admin will now only need to open one template document. Likewise, if a state law changes and the clause needs to be edited the Salesforce admin will only need to open the appropriate state Component and make the necessary edit.

Outcomes