Salesforce Finalize: Template Configuration

Overview 

Templates are the agreement framework that LinkSquares Finalize Administrators build out to facilitate and expedite the creation process.
Finalize Administrators are responsible for creating and managing the templates within Finalize.

Templates are pre-approved, customized workflows that empower self-service drafting. Once a template has been created, users can quickly generate new agreements using the template.

The templates that were configured within Finalize will also be available within the LinkSquares Finalize integration in Salesforce. 
Salesforce Administrators can configure templates to auto-populate with Salesforce data during the Salesforce Finalize drafting process. 

Note: 
To use templates with Single-selection tokens in Salesforce, you must be on version 2.21 or later of the Salesforce Finalize package. 

Process 

The template configuration process consists of the following areas: 

• Configuring Root Objects
• Agreement Name Mapping 
• Mapping to Salesforce Fields 
• Field Editing Restrictions 
• Sorting and Filtering on Tables 
• Parent-Child Relationships
• Template Display Settings
• Single Selection Question Configuration
• Template Best Practices

To begin configuring a Salesforce template, navigate to the Template Configuration tab of Salesforce Finalize. 

* Image above shows where to click in the LinkSquares Finalize Salesforce Package to access the Template Configuration page.

Click Configure for the relevant template. 

Locate templates by name or description using the search bar. 

Click the sorting icons on the Template Name or Description columns to adjust the order in which templates appear. 

* Image above shows the Template Configuration Template Mapping page.

Configuring Root Objects 

If the template has not already been configured within Salesforce Finalize, a root object must be created. 

A root object is the Salesforce object on which the template is available for drafting (e.g.,  opportunity, account).

If the template is available for drafting on multiple Salesforce objects, configure a root object for each Salesforce object. 

Click + Root Object.

* Image above shows the Template Configuration Template Mapping Root Object selection page.

Select the root object on which the template resides.

* Image above shows the Template Configuration Template Mapping Root Object search.

Click Save once complete.

The root object will appear under the Added root objects section.

To remove a root object, click Remove Root Object. A modal will appear to confirm you would like to remove the root object, click Remove. 

The root object and all associated mappings will be deleted. 

Now, the agreement detail fields and tokens for the template can be mapped to Salesforce fields within the root object(s).
 

Agreement Name Mapping

The agreement name can be mapped within templates. 
If the agreement name is mapped, it must be a Text Formula field with a text LinkSquares input type.

The recommended formula for mapping an agreement name depends on which root object the template is on. 
For example, a template with an opportunity root object could use the formula:

“Account.Name & "-" & "Template Contract Type" & "-" & TEXT (DATEVALUE (NOW ()))” 
 
Using the Opportunity object as an example, create a text formula field in Salesforce on this object:

* Image above shows the Object Manager Setup Page for Opportunities.

Check the syntax after inputting the formula:

* Image above shows the Check Syntax button.

In this example below, the formula would pull "Account Name - Master Service Agreement - Today's Date":


 

* Image above shows how the formula should look within the Advanced Formula section.

Ability to map the Finalize Template Name into the Agreement Name

• Add “%%Template_Name%%” to a formula field to dynamically insert the Template name upon agreement creation.
• Note: The template name will not appear on the agreement until it is created.
• Sample Agreement Name Formula field: see screenshot below
• Note: Make sure to include quotes around the field.

Note:

• In the above example, Template Contract Type is inserted as plain text to add the related template name to the Agreement Name formula field.
• The LinkSquares Input Type column outlines what field type the token or agreement detail question was given during template configuration within Finalize.
• The agreement name will be the first entry under the Agreement Details section.

• Within the Opportunity, click the drop-down arrow on the agreement name field and select Edit.

* Image above shows where to click Edit when mapping LinkSquares Question Names with Salesforce Field Paths.

Enter the formula field in the Salesforce field path:

 

* Image above shows the dropdown for the Opportunity Field.

Click Save once complete.

The Salesforce Field Path should display the designated Salesforce name field:

 

* Image above shows the Agreement Details and how the Salesforce Field Path displays the Salesforce Name Field.

If the fields are set as editable during template configuration, Drafters will be able to edit the agreement name field when drafting a new agreement within Salesforce.

To learn more about setting fields as editable, reference the Field Editing Restrictions section of this article. 

Mapping to Salesforce Fields

Next, map each agreement detail field and token to a Salesforce field. 

These mappings are not required. If fields are left unmapped, the field will be blank during drafting workflows. 

If fields are mapped, the field will be auto-populated with data during drafting workflows. 

Note: 

• The red asterisks indicate the agreement detail fields and tokens that were marked as required during the template creation process in the Finalize web app. 
• Multiple-selection agreement detail fields, tokens, and Clause tokens cannot be mapped within Salesforce. They must be manually configured within Finalize in the agreement creation flow.
• Single-selection can be mapped with v2.21+
• Dynamic Questions cannot be mapped to Salesforce fields. 

The LinkSquares Input Type of the agreement detail field or token must match the data type of the Salesforce field it is mapped to. For example, if the agreement detail field is “What is the effective date of the agreement,” it should be mapped to a Salesforce field that represents a date. 

Click the arrow to the right of the relevant field and select Edit.

If a mapping has already been configured, the option to remove the existing mapping is available.

* Image above shows where the option to remove existing mappings is located.

Select the Salesforce field or field path for the values to map from.

• Field paths can be configured to pull data from a Salesforce field that is not available at the root object level. 
• Selecting a field with a greater-than symbol (>) will drill into that object and allow data to be pulled from a related field.

* Image above shows how a field is displayed within Salesforce that contain a drill-down ability to additional objects.

For example, selecting Account > will drill into the account object and pull data from an associated field (e.g., account name, account ID, etc.). 

Note: 
Field paths can be configured with up to three levels.

Click Save once complete.

Repeat this process for every agreement detail field and token that should be mapped to a Salesforce field. 

The following table outlines the Salesforce field types to which the LinkSquares input types can be mapped. 

Salesforce to LinkSquares type mapping compatibility

Field Editing Restrictions

Administrators can configure whether users can edit agreement detail fields and tokens during drafting workflows. 

• Field editing restrictions can be configured globally for the template or individually for each field. 
• To restrict users from editing all agreement detail fields and tokens that have been mapped during drafting workflows, click the Lock All Fields button. 
• To allow users to edit all agreement detail fields and tokens that have been mapped during drafting workflows, click the Unlock All Fields button.

* Image above shows where the lock and unlock all field buttons are located.

This functionality is template-based and works for all root objects.

Note: 

• Locking fields does not restrict the ability to map agreement detail fields or tokens to Salesforce data.
• This logic applies to all template types.

To restrict users from editing an individual agreement detail field or token that has been mapped during drafting, select Lock Field from the drop-down for that field after configuring a mapping. 

If this field is currently locked, select Unlock Field from the drop-down to allow users to edit the field during drafting.

* Image above shows where the option to lock and unlock for an individual field is located.

Sorting and Filtering on Tables 

Templates for quotes or order forms may contain one or more tables with many fields in them. These tables can be sorted or filtered to exclusively show relevant products or line items. 

Note: Sorting and filtering functionality only applies to templates with tables in them.

Sorting and filtering apply to a limited set of field types within these templates. 

Field types that can be sorted or filtered include:

• Email 
• ID
• Picklist
• Text
• Lookup
• Master-Detail
• TextArea
• URL

As such, the following fields are excluded: 

• Date
• DateTime
• Time
• Checkbox
• Number
• Currency

Note: 
This list is not exhaustive. Any field type not on the previous list is excluded from sorting and filtering abilities.

To learn more about applying filters or sorts to a table during template configuration and configuring templates with tables in them, reference the article on Salesforce Finalize: Pricing Table Configuration. 

Parent-to-Child Relationship

Parent-to-child relationships are used by pricing tables. 

To learn more about pricing tables, reference our article on Salesforce Finalize: Pricing Table Configuration. 

Click the Select Relationship button to configure a parent-to-child relationship.

* Image above shows where the Select Relationship button is located.

Click the Edit Relationship button to update a parent-to-child configuration.

Template Display Settings

Control which templates are available on a given object using Template Display Settings. 

The templates that are available on a given object are the templates from which users can draft agreements.

On the Template Display Settings tab, select an object record page from the drop-down (e.g., opportunity). 

Enter the desired object record page to filter the available options. 

* Image above shows the Object Record Page selection dropdown menu for the Template Display Settings.

• Use the arrows between the Available Templates and Templates displayed on the X record page columns to move templates to and from the selected object record page.
• The templates under the Templates displayed on the X record page column will appear on the selected object record page. The templates under the Available Templates column will not. 

* Image above shows how to add or remove available templates.

• The search bar can be used to locate a template by name.
• The arrows to the right of the Templates displayed on the X record page column to arrange the order in which templates appear on the selected object record page. 
• To return to the main Template Configuration tab, click the hyperlinked Template Configuration at the upper left-hand corner.

Single-Selection Question Configuration

Mapping of Single-Select Questions

The ability to map Single-Select questions (including both Token and Agreement Detail Questions) to a Salesforce List field during template configuration, with the option to utilize Dynamic Language.

Step 1: Ensure that the options in the Single-Select field correspond to the values in the custom field List in Salesforce.

* Image above shows the mapping options within the Finalize web-app for Single-Select questions.

Note: 
In Salesforce, the Custom field in Salesforce Opportunity record (Business_Unit__c)
Only the Single Picklist field type is supported. Picklist (Multi-Select) is not supported
 

* Image above shows the custom field options that can be chosen within Salesforce for Single-Select options.

Step 2: Map the LinkSquares Input Type (Single Question) to the Salesforce Field Path (List field)

In Salesforce Finalize / Template Configuration, choose a template and map the Single Selection question to the Salesforce custom field (List)

Note: 
Each Single Select Option in the template question must be mapped to the Salesforce List value, and Save
Default Finalize Answer for Unmapped Options is optional
 

Note:
If the record does not contain a value, the user has the option of adding a value.
 

* Image above shows the Single-Select question being actioned within the agreement creation process.

In this example, the Opportunity, Business Unit has a value of ‘North’ and that value is selected.
 

* Image above shows the Single-Select question being actioned within the agreement creation process.

Template Best Practices

LinkSquares recommends that users who leverage the LinkSquares Finalize integration in Salesforce take into account the following best practices and expected behavior when creating a new template. Incorporating best practices into your workflow will provide efficiency and clear communication with your teams or coworkers. 

1. Salesforce stores account addresses in separate fields. 
   Instead of having one #[ADDRESS]# field, separate the address into: 
   #[STREET]#, #[CITY]#, #[ZIP]#, #[STATE]#, and #[COUNTRY]# fields. 
   This allows your Draft templates to pull in address fields into two separate lines. 
2. Create agreement detail fields for any additional data to pull in from Salesforce around the opportunity or account. 
   Some examples are agreement detail fields using the Text answer type to pull in the Opportunity Amount or Account Region.
3. Tokens and agreement detail questions can pull in data from Salesforce via mapping. 
   To learn more about the Salesforce fields to which LinkSquares input types can be mapped, reference the sections within this article: Salesforce Finalize: Template Configuration.
4. When a Finalize agreement enters the Fully Signed and/or Done statuses, the agreement is ingested into LinkSquares Analyze. 
   Agreements created from Salesforce Finalize will be referenced by the Salesforce object ID that matches the object (i.e., the parent ID) to which it was initiated. 
   To learn more about Analyze agreement ingestion, reference our article on Salesforce Analyze: Feature Overview and Configuration.