Configuration Guide Release 7 – Winter ‘13 This configuration guide is intended to walk you through how to set up Conga Workflow® to automate Conga Composer ® solutions. Contact Support: [email protected] Americas (866) 502-3334 (toll free) (303) 465-1616 EMEA +44 (0) 203 608 0165 APAC +61 2 8417 2399 © 2014 Conga. All Rights Reserved. Conga, Conga Suite, Conga Composer, Conga Workflow and Conga Conductor are all trademarks or registered trademarks of Conga, as are other names and marks. All other trademarks or registered trademarks are the properties of their respective owners. Configuration Guide Contents General Disclaimer .............................................................................................................. 3 ............................................................................................................................................. 4 Purpose................................................................................................................................ 4 Before You Get Started .................................................................................................... 4 Configuring a Conga Workflow Solution ............................................................................. 4 QMode Parameters ............................................................................................................. 5 Configure a Salesforce Workflow Rule ............................................................................... 6 Caveats, Warnings and Known Issues ............................................................................... 9 Troubleshooting Conga Workflow..................................................................................... 10 Hyperlink Formula Fields – A Troubleshooter’s Best Friend ........................................ 10 Troubleshooting Tips ...................................................................................................... 11 Appendix: How to Manually Convert a Salesforce Custom Button into a Formula......... 12 Replacing Ampersands (&) in Your Data ...................................................................... 13 © 2014 Conga Release 7 – Winter ‘13 2 Configuration Guide General Disclaimer Conga Composer solutions depend on and leverage technology from a multitude of software and hardware vendors including but not limited to Salesforce.com, Microsoft and Conga, and the providers of various Internet browsers (“Third Party Technology”). Conga Composer does not perform well, or at all, in certain configurations of Third Party Technology, and unfortunately it is impossible for us to know or predict all of these problematic configurations. Moreover, Conga has no control over your configuration of Third Party Technology, data flow to and from Salesforce.com, or the Internet. As a result, output from Conga Composer can be impacted by numerous factors beyond the control of Conga, including: • Template design errors in Microsoft Word, Excel, PowerPoint templates, PDF Forms or Conga HTML email templates • The nature and scope of data and/or images being retrieved for merging into templates • Individual user’s browser, network, ISP and hardware settings and associated limitations • The availability and performance of the Salesforce.com service and other software-as-a-service solutions such as e-signature, e-commerce and other AppExchange products, and periodic updates, enhancements or other changes to such services made by their respective vendors • Salesforce.com updates, security settings including User Profiles and Permissions, folder and object access and field-level security • Internet performance, regional and even global outages For these reasons, Conga cannot guarantee that your particular implementation of Third Party Technology and the Conga technology – even if configured based on this documentation and/or guidance offered by Conga Support personnel - will perform consistent with your expectations or requirements, or provide the output you desire. Accordingly, Conga disclaims any and all liability resulting from, or related to, performance issues of Conga to the extent arising from the implementation or configuration of Third Party Technology. 508 Compliance Conga Composer is an installable package from the Salesforce AppExchange, which integrates with an individual customer's existing implementation of Salesforce. When properly configured, Conga Composer will run within an existing Salesforce instance without the need to view, manipulate or configure the application outside of the Salesforce user interface. The use of Conga solutions is entirely represented by standard Salesforce user interface components when properly configured. Therefore, customers seeking the 508 Compliance VPAT documentation are referred to Salesforce. © 2014 Conga Release 7 – Winter ‘13 3 Configuration Guide Warning! If you plan to automate a Conga Composer solution using a Word template with Conga Conductor or Conga Workflow, please use traditional merge fields (e.g. «ACCOUNT_NAME») instead of text-based merge fields (e.g. {{ACCOUNT_NAME}}). See the Conga Composer Word Templates Guide for Release 7 to learn about traditional merge firelds. Purpose Conga Workflow can initiate a Conga Composer solution, thus enabling the creation of a document without direct user interaction. Using Conga Workflow in this manner is intended as a substitution for manually clicking a Composer button. It is NOT intended for processing thousands of simultaneous requests due to Salesforce API constraints. Before You Get Started This guide assumes that you’re generally familiar with Salesforce workflow. In particular, you should know how modifying a field on a record can trigger Salesforce workflow to perform an action, such as sending an Outbound Message. Heads Up Conga Workflow is an add-on to an active Conga Composer subscription and is purchased separately. The service must be activated by Conga before use. Please contact us at [email protected] to subscribe. Configuring a Conga Workflow Solution To configure Conga Workflow, follow these steps: 1. Create a Composer button/link solution that fully accomplishes the solution you’d like to automate 2. Create a field on the master object to trigger a Salesforce workflow rule. You can use a checkbox field, or any other kind of field as the control mechanism © 2014 Conga Release 7 – Winter ‘13 4 Configuration Guide 3. Copy the URL from the button in Step 1 to the clipboard. It will be pasted into a formula field in the next step a. On the master object, create a formula field (text). You may call it whatever you like, i.e. “Conga Solution URL” 4. Ensure the formula field is visible to the user profile that will be launching the Conga Workflow process. Note: It is not necessary to place the field on the object’s Page Layout, but it may be useful during the development process. QMode Parameters Conga Composer uses settings to customize the behavior of solutions. Additional parameters, called QMode parameters, are required when working with Conga Workflow or Conga Conductor ® solutions. QMode Parameter Description &QMode=1 Attaches the merged output to the master object. Note: Do not use in conjunction with other parameters that attach the file, (e.g. &LG3=2.) &QMode=2 Do not use with Conga Workflow, only valid for Conga Conductor solutions. &QMode=3 Emails the output file. Requires: • &TemplateId • &EmailTemplateId • &EmailToId Note: For an Opportunity with a Primary Contact (Contact Roles), it’s not necessary to set the &EmailToId. Also, if you use &EmailTemplateId, you must specify the EmailToId. If you use &EmailSubject, you must specify &EmailAdditionalTo. © 2014 Conga Release 7 – Winter ‘13 5 Configuration Guide QMode Parameter Description &QMode=4 Delivers the output via EchoSign. Requires: • &QMode=5 EchoSign parameters Attaches the output file to a folder on the Documents tab. Requires: • &QMode=6 &DocFolderId Attaches the output file to a workspace in Salesforce Content. Requires: • &QMode=7 &ContentWorkspaceId Delivers the output via DocuSign. Requires: • &Qmode=94 DocuSign parameters Creates an EchoSign Agreement but does not automatically deliver it. Requires: • EchoSign parameters Configure a Salesforce Workflow Rule Conga Workflow triggers the execution of individual Conga Composer solutions via Salesforce workflow rules. In this example, we want Conga Workflow to run a Composer solution every time a user saves a record that has a checkbox field called “Conga Workflow Trigger” checked. © 2014 Conga Release 7 – Winter ‘13 6 Configuration Guide 1. Create a Workflow Rule. 2. Create an Outbound Message and set the endpoint URL to the following value: https://workflow.appextremes.com/apps/Conga/PMWorkflow.aspx IMPORTANT: Select the “User as Send As”, and enable “Send Session Id”. Warning In the list of available fields the ID field is selected by default. Do not select any other fields). 3. Link the Outbound Message to the workflow rule. (From the workflow rule, edit the workflow actions and select the outbound message created in the prior step.) © 2014 Conga Release 7 – Winter ‘13 7 Configuration Guide 4. Create a Field Update action to reset the field used to trigger the workflow. In this case, we’ll created a Field Update action to set the trigger checkbox back to False. 5. Link the Field Update action to the workflow rule. Warning If you do not reset the field, you risk unleashing an endless cycle. 6. Activate the workflow rule. © 2014 Conga Release 7 – Winter ‘13 8 Configuration Guide Caveats, Warnings and Known Issues • Conga Workflow is limited to 500 solutions per 24-hour period and not more than 50 solutions per batch. Conga Workflow is a transaction-based service. You will be charged per use • If updating records with a tool like the Salesforce Data Loader, we strongly recommend you use the credentials of a user who’s Profile has “Disable Outbound Messages” enabled to avoid inadvertently triggering a massive merge operation • Keep in mind that the number of outbound emails permitted through Salesforce is dependent on the edition you’ve purchased. At the time of this writing, Salesforce allows 1,000 emails per 24-hour period for Performance edition and 500 emails per 24-hour period for all other editions. (Consider Conga Composer’s integration with SendGrid if you need to exceed the Salesforce limits) • Each merge operation consumes at least 20 API calls, and some consume as many as 50. Therefore, you’ll need to gauge the number of merge operations you plan to consume with the number of API calls you’re allowed in a 24-hour period • Since an Outbound Message operates under the authority of a named user, be excessively careful to ensure that you do not trigger a merge operation that exposes more information than a user would normally have privilege to access. Consider using a collection of workflow rules and outbound messages that execute depending on the identity of the end-user • “User” fields normally made available executing a standard Conga Composer solution will, in the case of a workflow-triggered operation, be those of the user under whose authority the workflow is running. Thus, an Invoice template with a merge field intended to retrieve the name of the person pressing a button/link will instead be populated with the name of the admin or named user defined by the Conga Workflow setup • Conga Workflow processes requests on a first-come basis. It is possible, but unlikely, that your request won’t be processed because the session has expired. You can minimize this likelihood by increasing the API Session Timeout value • Please ensure that ampersands in text fields passed via Conga Workflow have a space before and after the ampersand character • Conga Workflow is intended to be executed against individual records (batches of 1). While it is possible to update many records in Salesforce, resulting in a batch of Conga Workflow requests, the use of Conga Workflow in this manner risks tripping an automatic Conga system governor designed to prevent a "runaway" process from “looping” uncontrollably and potentially harming certain systems. Also, if ANY record in a batch of Conga Workflow requests contains an invalid value in the Conga Composer URL field, the ENTIRE BATCH will fail. © 2014 Conga Release 7 – Winter ‘13 9 Configuration Guide Troubleshooting Conga Workflow Conga Workflow solutions can be impacted by multiple factors that are difficult or impossible to troubleshoot by triggering a workflow rule. The technique described below is the best way to effectively test the URL formula field – via the standard Conga Composer user interface - offering access to the View Data workbook, template visibility, license status and other useful insights. Typically, this approach will allow the identification of problems with reports/queries and template access that can cause extended duration routines resulting from Salesforce timeouts. Conga recommends the use of this technique as a first step whenever challenges arise in the use of Conga Workflow. Hyperlink Formula Fields – A Troubleshooter’s Best Friend Conga recommends the use of a hyperlink formula field as a debugging tool for implementations of Conga Workflow. Here is the content of a typical workflow field (we'll call it: CW_URL__c): "&id=" + Id + "&TemplateID=a0B50000000OiWY" + "&DefaultPDF=True" + "&QMode=3" The following example allows you to easily debug and verify access to the Conga Workflow URL field CW_URL__c: HYPERLINK("https://workflow.appextremes.com/apps/Conga/PointMerge .aspx?SessionId=" & $Api.Session_ID &"&ServerUrl=" & $Api.Partner_Server_URL_80 & CW_URL__c, "Test Conga Workflow URL via UI") Note: QMode parameters will not function when called using this technique (launching via the Merge button will return an output file to the browser), but all other elements will perform as specified (Activity Logging, etc.) © 2014 Conga Release 7 – Winter ‘13 10 Configuration Guide Troubleshooting Tips The primary factors that affect the behavior of a Workflow URL field are: • Field accessibility (restricted to certain profiles) • Whether it contains a value • The field contains or references fields containing ampersands that don't have spaces around them when intended as data Example: "Ben&Jerry's" (don't do this!) versus "Ben & Jerry's" (this is fine). Conga can't distinguish between the data and the parameters if the ampersands within the data don't have spaces. See “Replacing Ampersands (&) in Your Data” in the Appendix. © 2014 Conga Release 7 – Winter ‘13 11 Configuration Guide Appendix: How to Manually Convert a Salesforce Custom Button into a Formula 1. Copy the URL from your working Conga Composer button and paste it in your formula field’s formula window For example: https://composer.congamerge.com ?sessionId={!API.Session_ID} &serverUrl={!API.Partner_Server_URL_130} &id={!Opportunity.Id} &templateId=a0I80000000laT3 &fp0=1 &LG4=1 2. Remove the following unnecessary lines: a. https://composer.congamerge.com b. ?sessionId…} c. &serverUrl…} 3. Convert the remaining lines into a valid Salesforce formula. The formula must adhere to the following rules: • Literal text strings must be enclosed in quotes (" … ") • Literal spaces within literal text strings must be replaced with plus signs (+) • Merge fields from the button must be replaced with the corresponding field available in the formula. For example, {!Opportunity.Id} would be replaced with Id • Each element (literal text strings and fields) must be joined with the concatenation operator (+) 4. Append the QMode parameter to indicate the solution Conga Composer should run For example: + "&QMode=1" Button URL Formula https://composer.congamerge.com ?sessionId={!API.Session_ID} &serverUrl={!API.Partner_Server_URL_130} &id={!Opportunity.Id} &templateId=a0I80000000laT3 &fp0=1 &LG4=1 “&id=”+Id+ “&templateId=a0I80000000laT3”+ “&fp0=1”+ “&LG4=1”+ “QMode=1” © 2014 Conga Release 7 – Winter ‘13 12 Configuration Guide Replacing Ampersands (&) in Your Data Say your formula references the Account Name field in the OFN parameter. Since some Warning The formula field uses ampersands (&) to identify parameters. If you reference fields that might contain ampersands within the formula, you must replace the ampersands with a character string that Conga recognizes as a substitute for ampersands: “{~~~}”. Account Names might contain an ampersand, you should replace the ampersands like this: Incorrect Correct "&OFN=" + Account.Name "&OFN=" + SUBSTITUTE (Account.Name, "&", "{~~~}" ) © 2014 Conga Release 7 – Winter ‘13 13
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