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Create a Personalized Document for Approval in Salesforce Spiff
Personalize documents and send them for approval. For example, include quotas, on-target earnings, dates, names, and IDs when you specify merge fields that contain unique values.
Required Editions
| Available in: both Salesforce Classic (not available in all orgs) and Lightning Experience |
| Available in: Enterprise, Unlimited, and Developer Editions |
| Available for an additional cost in: Professional Edition with Web Services API Enabled |
| User Permissions Needed | |
|---|---|
| To create a personalized document for approval: | A Spiff user role with these permissions turned on.
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Specify Merge Fields and Values
To personalize a document with details that are specific to each user, specify which fields and values you want to make available for use in documents. Download a template merge fields definition file, and then upload the file with your modifications added.
- On the Documents page, click the Merge Fields tab.
- Click Upload merge fields.
- Click Download merge fields template.
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Open the downloaded template.
The file includes columns for three fields by default: external_id, User_Name, and Assigned_Plans.
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Add merge fields to the template.
You can change the order of columns and rows, but don't modify or delete the default external_id and User_Name columns. You can have up to 200 merge fields.
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To add a merge field, enter the field name in the header row of a new column.
For example, to add a Quota merge field, enter Quota in the header row of a new column.
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Add field values for each record in the column.
These values appear in each user's personalized document. You can use Microsoft Excel formulas in cells so that the final document shows the result. For example, if the function
=SUM(D2:D25)results in $100, the document shows $100. - Save your changes.
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To add a merge field, enter the field name in the header row of a new column.
- To upload the modified template, click Browse your computer and select the template you edited.
Later, you can click the three dots next to the merge fields file and download it again or replace it with a new file.
Create a Document Template
Set up a document template and add the merge fields that you specified.
- On the Documents page, click New Template.
- Enter a name for the template.
- Add the body text, add images, insert a table, and apply formatting.
- To add a merge field that you uploaded, place your cursor in the document and then click the merge field from the list in the right panel.
- Save the template as a draft.
- To preview the document for different users, click the Preview icon on the document toolbar and select a user.
- Click Publish Template.
After you publish the template, you can't edit it. To modify a published template, duplicate it instead.
Send the Template for Approval
Select an approval route and the users to send the document template to.
- On the Documents page, click the Templates tab, and select the template.
- Click the Send icon.
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Select an approval route or click New Approval Route.
To see more details about an existing route, click the arrow icon on the route.
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Select the active Spiff users that you want to approve the document.
You can search for users by name or filter the list of users by plan or team. To approve a document, a user must have one of these privileges. You can't send documents to external users.
- The Company Admin default role
- The Finance default role
- A custom role with Documents: View and Document Approval Requests: Manage permissions
- An active team lead assignment for the user who requests the approval
- Click Send Documents.
After you send the document, track the approval process from the Approval Requests tab.
Only users who have logged in to Spiff at least once can receive approval notifications. Users who receive a document can sign and approve it by entering their name, which becomes an electronic signature (e-signature).
