Loading

How to Update and Refresh Templates in Quip

Publiceringsdatum: Feb 13, 2024
Beskrivning
Options available and detailed instructions to update templates and ensure all updates are reflected on previously generated documents.
Lösning
The following options are available to ensure successful template updates and refresh:

Option 1: Create a new template, new url field, and add new template url
Option 2: Create a new template and replace template url in the existing url field
Option 3: Update existing section via Salesforce Flow
Option 4: Update all previously generated documents manually


Option 1: Create a new template, new URL field, and add new template URL, e.g. “Account Plan FY22”.

Set-up Details
  • Create a new template and template URL, e.g. “Account Plan FY22”
  • Add this field and component to your Salesforce configuration
  • (Optional) Remove the old template tab and template URL from the record view
Pro: Create an entirely separate document that can capture the details for the account. You can report on the old document URL and the new document URL.
Con: There will be multiple versions of your account plan in existence.


Option 2: Create a new template and replace the template URL in the existing URL field

Set-up Details
  • Create a new template
  • Re-configure document component to point to the new template URL
  • Update the records, either/or
    • Manually: On an individual record level, remove link from the component and create a new document from template
      • If you “remove link from component,” the old document is still attached to the record and should be in the associated document component as well
      • If you “remove link from record,” the old document will no longer be attached to the record and should not be in the associated document component
      • Note: the old document will exist in Quip with either option
    • Programmatically: Update the Quip url field with the new Quip url programmatically
      • Create a custom field - data type is boolean to update the field when you want to generate new documents
      • Use data loader to bulk update all accounts as needed
      • Note: the old documents will be attached to the record (and appear in the associated document component) while the new documents will be in the embedded area
Pro: Maintains one field for the account plan.
Con: High effort. Old documents will not be reportable on the record, and there may be multiple versions of the account plan in existence.


Option 3: Update existing section via Salesforce Flow

Edit or add content per document section using this core supporting documentation and the set-up details below:

Set-up Details
  • Create a custom field on the Salesforce object for the Quip document association
  • This will kickoff an auto- launched flow (runs in background)
    • Best practice: make field only available for an admin
  • Create a record-triggered flow, selecting any of the available layouts.
  • Configure to trigger flow when A record is updated and After the record is saved
  • Choose the object whose records trigger the flow to run when they are updated, ie Account object
  • Give the condition to check for the update on the custom field created earlier
    • Best practice: run the flow only when a record is updated to meet the condition requirements
  • Create a new template document in Quip
  • Create a Quip action (drag and drop) onto the flow builder and select Edit Quip Document. Use the following values while creating the Quip action:
Label: Update templated documents
API Name: Update_templated_documents

Content Location: replace_section
Document URL: {!$Record.Quip_URL__c} // This is the Quip document URL field storing the Quip URL on the Salesforce object.

Edit Document Type: document

Content: NEW CONTENT // This is the new content you want to replace the old content with. Content Format: html
Section Match Type: prefix
Section Style: heading //

Section Text: Section A // Keywords to identify the section where you want to add or replace content.
Section Type: textmatch

Store Output values: (Manually assign variables)

Document Link: {!$Record.Quip_URL__c}
 
  • Update the name for the section - update the Salesforce field via the UI or API.
  • Test for success

Pro: Making updates/adding to a specific section to an existing document allows more flexibility for small updates to your account plan.
Con: High effort and potentially prone to errors. Also requires that the section titles from the originally generated documents have not been modified by an end user.


Option 4: Update all previously generated documents manually

Set-up Details
  • On an individual record level, update documents manually
Pro: One time update to all generated documents, no required backend changes.
Con: Manual set up, hard at scale.



Questions/Feedback?
Reach out to our support team and log a case. Learn how to do that here.
 
Knowledge-artikelnummer

000390019

 
Laddar
Salesforce Help | Article