Automations: Salesforce

With Qwilr’s Salesforce Automations, you can automate actions between your Qwilr Pages and Salesforce CRM. Automations can be triggered when specific events happen on your Qwilr pages (like a page being accepted), and in response, perform actions in Salesforce, like updating opportunity fields or syncing line items.

In this article:

• Getting Started with Automations
• Adding Automations to your Templates
• Activity log
• Frequently Asked Questions

Getting Started with Automations

Step 1. Head to the Library in the top left of your Qwilr account and select Automations.

Step 2. Once you're in the Automations section, you’ll land on a page where you can create and customize automations, or start with one of our ready-made Recommended Automations.

If you're looking for some inspiration, we’ve built some helpful presets to get you started, such as:

• When a page is accepted by the client, sync page URLs
• When a page is accepted by the client, sync QwilrPay details
• When a page is viewed, sync and update view count

To use any of these, just click the + symbol in the top-right corner of the card to add it to Your Library.

But let's take a look at building a brand new Automation. The first time you work with Automations, you will see a pop-up like the one below. Clicking Take me there button will direct you to the Integrations settings, where you will be able to re-enable the Salesforce integration. For detailed instructions on how to re-enable it, click here.

Step 3. Each Automation you create can apply changes to your Opportunity Record. You get to decide what states apply which changes. 

Each automation consists of:

• When: The trigger event on your Qwilr page (e.g., page is accepted).
• Do this: The action to perform in Salesforce (e.g., update opportunity amount).

See the images below detailing the Qwilr page state options, and the actions they can trigger.

Step 4. In the below example, we've chosen a page is accepted by the client. Let's show you how to add multiple actions that are triggered in Salesforce.

• As you can see, we've initially chosen update opportunity amount and selected the appropriate field
• We can also click the + symbol beneath that to add additional actions.

• In this case we can update opportunity close date which will update the close date Salesforce field

Step 5. Now, choose which templates you want to assign this automation.

Step 6. Once you've set your Automation up, you should add a name and write a short description of this specific Automation in the top left corner. This will be visible on the Automation dashboard. 

Finally, click the Create button at the top right of the window to save your Automation.

You'll see your newly created Automation listed on the Dashboard.

Adding Automations to your Templates

You can add an Automation right from the Template library.

Step 1. Head to your Library at the top left and click on Templates. You'll notice a new Automation icon the the row of each of your Salesforce integrated Opportunity Templates. Automations can only be applied to Opportunity templates with Salesforce at this time.

Step 2. You can click on the Automation icon to select which Automation you would like applied to the Template. This will automatically apply to all pages created from this template. 

Step 3. In your Template library, you will then see your automation icon light up purple to show that one or more Automations have been assigned to that template.

Activity Log

You can track the status of your Automations via the Activity Log. You can use this to track if your Automation has been successful or errored, and to track if they will need manual updating. 

Clicking on the dropdown on the left will expand the view to provide more information on that automation.

Frequently Asked Questions

Q: Are there any restrictions in updating the opportunity amount?

A: Yes, for the Update opportunity amount action, the Amount field of an opportunity that has products is auto-calculated from the Product line items, and hence it cannot be updated. We suggest in this case, you sync the Page Value in the update opportunity fields from page details action to a custom field as a workaround for the issue.

Q: Do we support syncing fixed discounts of line items back to Salesforce?

A: No. We only support syncing percentage discounts of line items because Salesforce doesn't have a concept of a fixed discount. The discount field needs to be enabled in Salesforce if discounts are used on the Qwilr page, otherwise, the automation will fail.

Q: Do we support syncing discounts of the whole quote section to Salesforce?

A: No. We only support syncing discounts of line items.

Q: Do we support syncing any type of discount manually added to a page in Qwilr?

A: We do support syncing manually added discount but it needs to be a percentage discount. Again, the discount field needs to be enabled in Salesforce if discounts are used on the Qwilr page, otherwise, the automation will fail.

Q: In the "Update opportunity fields from page details" action, do we need to make sure to use the correct field types in Salesforce?

A: Yes, please check the field type restrictions in Salesforce to ensure the data can be successfully written across. For example, the Currency field in Qwilr is a text value (e.g. USD), while fields of Currency type in Salesforce expect a numeric value. To sync the Currency field of a Qwilr page to Salesforce, please map it to a compatible field that accepts text values.

Q: I want to update an Opportunity field with a page link. How do I ensure the page links are in a field that can be clicked in Salesforce?

You will need to ensure that you map the page links (e.g. live link, collaborator link) to a field that is of URL type in SF rather than just a text field. See screenshot below:

If you have any questions, please reach out to us at help@qwilr.com, and we'd be happy to assist.