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OnTask’s Salesforce Integration

The Salesforce integration allows you to export documents directly to Salesforce from OnTask

 

Salesforce is a web-based customer relationship management (CRM) platform. OnTask’s Salesforce integration allows you to send documents from an OnTask workflow directly to Salesforce.

Let’s take a look at how to set it up.

Before You Begin

  • There are a few things you’ll need to get started: An OnTask account – you can go to https://app.ontask.io/signup to create a free account.
  • Admin Access to Salesforce – If you are not an administrator of your Salesforce don’t worry. You can send the administrator instructions to your salesforce administrator and they can provide you with the information that you need for OnTask.
  • Access to Salesforce – you’ll log in to your Salesforce account through OnTask, so make sure to have your Salesforce account credentials ready. You can find more information about logging into Salesforce here.

Setting up the Salesforce App:

We have in-depth instructions for your salesforce administrator here.

 

Creating the Workflow:

First, you’ll need to log into your OnTask account at https://app.ontask.io and create a new workflow. Then, edit the workflow in the workflow builder, give it a name, and add the following tasks:

  1. Web Form task
    The first task in the workflow is a web form. You’ll need to create three tasks within this webform:

    1. File upload
      Create a file upload field and give it a property name of Test_Upload. You can leave the rest of the options as their default setting.
    2. Single-line text
      Create a Single-Line Text field and give it a property name of File_Name. This is where the user will enter the document’s file name that will be displayed in your Drive.
    3. Single-line text Create a Single-Line Text field and give it a property name of Attachment_Id. This is where the user will enter the Id of the Salesforce entity that the document will be attached to.

Salesforce step 1 view

2.  Export Document task

For the second task, choose a document to export. Select the document from the previous web form, File_Upload. You’ll set up the destination setting in this task in the next section of this article.

Your workflow should look like this in the workflow builder:

Salesforce step 2 view

3. Connecting to Salesforce

In the export document task inside the destination section, click on Salesforce.

Salesforce step 3 view

Then, enter the information obtained from the Salesforce app setup and click the “Connect to Salesforce” button, which will open the modal and prompt you for your Salesforce account credentials. After entering your username and password, you’ll be prompted to accept permissions that OnTask is requesting. If you agree and wish to continue, click “Accept”. 

Salesforce step 4 view

Now that your Salesforce account is configured, let’s choose where to send your document. In order to attach your document to the correct location within Salesforce, you will need to set the attachment Id field to the attachment_id variable.

Be sure to fill out the rest of the fields. If you added a field for File_Name in step 1, you can click on the File Name field and select it.

4. Publish

When this is done, you are finally ready to publish your workflow. Click the green “Publish” button in the top right corner of the workflow builder.

 

Final Thoughts:

Now that your workflow task is complete, you can run your workflow, upload a document, and then send it to Salesforce. When you log in to Salesforce, you should see your document in the location that you configured in the export document task.

 

In this example, you used an upload field in a web form to provide a document, however, you can send documents to Salesforce from other OnTask actions as well, including:

  • A signed document from a fill & sign task
  • A templated document from a generate document from form data task
  • A combined document from a combine documents task