Document Extractor
Online Documentation


1. Introduction

Document Extractor Built for Salesforce platform™ is an integration product that transfers documents saved in SalesForce to SharePoint and replaces the original documents with links pointing to them at the SharePoint document location where those documents are saved.

The product runs as SaaS in Azure cloud and can be configured /controlled via a graphical user interface.

Key features

  • Support for the newest Salesforce Lightning experience
  • Support for documents with multiple versions
  • Support for documents with duplicate names
  • Support for email attachments
  • Grouping documents by SalesForce accounts, contacts, leads, opportunities, quotes, contracts, orders, assets, and email messages.
  • Transferring about the SalesForce document, mainly creator, editor and owner to SharePoint for easier tracking of the documents

2. How It Works

The Document Extractor Built for Salesforce platform™ consists of two basic components:

Connecting Software SaaS portaltakes care about configuration, subscription management and monitoring.

Document Extractor Built for Salesforce platform™is responsible for checking SalesForce for new documents, stubbing them to SharePoint, and creating URLS for those documents in SalesForce.

What is document stubbing?

Document stubbing is the process of copying a document from one business application (SalesForce) to another business application (SharePoint) and replacing the original document in the first business application (SalesForce) with a link that points to that document in the second business application (SharePoint).

3. System Requirements

3.1 General Requirements

  • Web browser Chrome, FireFox, IE >=11 or Edge with internet access to SaaS portal (https://saas.connecting-software.com/)
  • SalesForce user with granted elevated access rights to allow modifications of the system SalesForce requirements
  • Single SharePoint user (login and password)
  • Document library where files will be stored
  • SharePoint must be accessible to our SaaS portal

3.2 SalesForce requirements

The service needs access to your SalesForce. This is to be achieved by creating a dedicated user. Such user should be granted elevated access rights to allow modifications of the system. Please also make sure this account is not used to access your SalesForce by anyone else.

NOTE:
If your Salesforce uses apex code to customize the behavior, interference during stubbing process can occur, sometimes causing the stubbing process of particular files to fail as it is restricted by Salesforce in some of its steps. Please assess your current apex code in use and its possible interference with actions of the stubbing service. In addition, thorough testing is advisable before the use in production environment.

Document Link custom object

Document Link custom object gives you the exact URL of your stubbed document in SharePoint. If you require document link objects to be created for the stubbed documents, then the Document Link custom object must be created. To do this, a custom object must be created with the API name “Document_Link__c”, with text fields named “Title__c” and “Document_URL__c”.

This can be easily done by creating a custom object named “Document Link” and creating fields on that object named “Title” and “Document URL”, of type Text.

Any number of further custom fields may be added of type Lookup, which relate to other entity types. When a Lookup field like this is present, the document link created will be referenced by that entity. For example, if you have a Lookup field to Account entities, then when a file is stubbed from an Account, a reference between the created Document Link and that Account will be created, allowing the Document Link to be listed on the Account page.

3.3 SharePoint requirements

Your SharePoint will be used to store documents moved from Salesforce. The service needs access to a document library in your SharePoint site/subsite. This is best achieved by creating a dedicated document library and a dedicated user. Such user should be granted needed rights on the mentioned document library to allow creating folders and uploading documents.

4. Start your free trial

To try the Document Extractor Built for Salesforce platform™, visit our webpage www.connecting-software.com and choose “Document Extractor Built for Salesforce platform™” from the products menu as shown below.

Document Extractor in menu

From the “Document Extractor Built for Salesforce platform™” product page shown below, click the “SaaS Free Trial” to purchase your free trial.

Purchase free trial

Add the free trial to your Cart

Complete your purchase profile and place your order by clicking the “Place Order” button

You will see an order confirmation on the screen

Document Extractor - Thank you page

5. Purchase

If you already tried Document Extractor and would like to purchase a plan, the process is similar. From the product page click the pricing tab to view the pricing page with the available purchase plans

Choose the desired number of users range and the subscription duration

Document Extractor - Pricing page

Type the exact required number of users and click “Add to Cart”

You could also purchase extra data batteries in case you just need more traffic. Choose the desired data battery size and click “Buy Now”.

Choose desired data battery size and click BUY NOW

Choose the number of batteries and click “Add to Cart”

Choose number of batteries and click Add to Cart

Complete your purchase profile and place your order by clicking the “Place Order” button as shown earlier with the free trial.

6. Logging in to SaaS portal

Once you purchase a free trial or a paid subscription, you will get 2 emails from us. An order confirmation email and a guidelines email.

Click the “Complete your Registration” button pointing to our SaaS portal in the guidelines email to access your SaaS portal and configure your “Document Extractor Built for Salesforce platform™”

You will be redirected to [https://saas.connecting-software.com/]. There you need to login to your SaaS portal account if you have one already (1) or create a new one (2):

SaaS portal

Now, you need to configure “Document Extractor Built for Salesforce platform™”.

7. Configuration

The following chapter describes the configuration process of “Document Extractor Built for Salesforce platform™”.

7.1. Configure the service via the Configuration Wizard

The CB Document Extractor wizard is a new streamlined way of configuring your stubbing process.
After logging in, you will be redirected to the configuration page. If for some reason you lost the link or forgot how to get there, the wizard can always be accessed through the dashboard quick links section.

7.1.1 Use your license

As shown below, you start by choosing between creating a new configuration (1) or activating a license in an existent configuration (2). If you choose the second option, please refer to section Activating an existent configuration.

Create new configuration or activate existent

7.1.2. Name your configuration

Every configuration needs to have a meaningful name to identify it. In the first step of the wizard you will need to give it a name. Type a name for your configuration and click “To Salesforce Configuration” button to configure your Salesforce.

7.1.3. Configure your SalesForce 

In this step you will need to configure Salesforce:

Instance should be set to Production to connect to the production organization (usually https://login.salesforce.com), or Sandbox to connect to https://test.salesforce.com.

The login and password are the credentials for the Service User account created for Document Extractor to access Salesforce. When you create the Service User account, give it a username starting with “document.extractor”. For example: “document.extractor@myorganisation.com”. This account requires permissions to modify all data. The easiest way to do this is to assign it the System Administrator profile.

The security token is generated by following the instructions at: https://help.salesforce.com/articleView?id=user_security_token.htm.

Test your connection by clicking the Test Connection button. A correct connection should yield green test result as shown below.

Test your connection

Click “To SharePoint Configuration” button to configure your SharePoint sever.

7.1.4. Configure your SharePoint

This is where you can add, remove, modify and test the connection to SharePoint systems.

SharePoint Server URL

As shown below, you need to enter the SharePoint server URL

As shown above there are 2 ways to connect to your SharePoint Server. Using username and password or using Modern Authentication. We will discuss both methods next

Connecting to SharePoint via username and password

To connect to your SharePoint server this way, you just need to provide a service user name and password. Please ensure that the provided service user has enough permissions on the document library that will be used to store your Salesforce documents.

If your connection uses ADFS federation for authentication, click the “Using ADFS” button to supply those details:

Using ADFS

Connecting to SharePoint via Modern Authentication

Click the “Using Modern Authentication” button to connect to your SharePoint server using Modern Authentication. The Using Modern Authentication configuration screen will be displayed as shown below.

Using Modern Authentication

Please follow the next steps to correctly configure the access via Modern Authentication

1. From Azure portal, select the Azure Active Directory tab

Select Azure Active Directory

2. From the Tenant Information panel, copy your Tenant ID

Copy your Tenant ID

3. Copy your Tenant ID and paste it into the Tenant Id field in the document extractor configuration page and click the “Authorize” button as shown below

4. Click Accept to grant permissions to the Document Extractor App and return to the configuration screen.

Accept grant permissions

SharePoint document library settings

Regardless of the Authentication method you chose, please make sure the document location you wish to use exists in your SharePoint prior entering the connection details. After entering valid credentials to your SharePoint, the “SharePoint document library” dropdown will be populated with the document libraries that are found there. Pick the one in which you would like the files from Salesforce to be uploaded to and Test your connection.

Test your connection - SharePoint document library

The “Configure field mapping” button displays extra optional fields shown below where you can provide the names of SharePoint custom fields that will be used to store additional file information from Salesforce.

SharePoint Field Mapping Section

The file details that can be stored on SharePoint are:

• Created By: The Salesforce user who created the original file

• Document Description: Document description
• Document Owner: The Salesforce user who owns the file
• Document Version ID: The Document Version Object ID that held the content of the document before it was stubbed (stubbing creates a new document then deletes the old one from Salesforce).

These settings are optional. You can provide all, some or none of the fields, however if you provide a SharePoint column name, make sure that the column exists in SharePoint already. Document Extractor will not create any columns in SharePoint.

Once you provided all needed SharePoint settings for a given SharePoint connection, please use the “Test Connection” button again to test your connection parameters. Correct connection parameters should yield green test result as shown below.

Test connection parameters

Click “To Stubbing Settings” button to adjust your stubbing and synchronization settings.

7.1.5 Adjust your stubbing and synchronization settings

From here you can edit various settings to customize how the stubbing and the synchronization are performed.

Stubbing settings

Polling Interval

Document Extractor uses Push Notifications to watch for files uploaded to Salesforce and respond to them immediately. Polling is also used as a fallback method for checking for new files, in case the push notification system is interrupted or misses a file, it will be caught by the next full poll.

The value set for “Polling interval” defines the time delay between two full polls, to check for any files that have not already been immediately stubbed.

Default folder name

If an uploaded file is not associated with any Salesforce entity, it will be placed in a folder in SharePoint using this name.

Use IDs for folder names

By default, the name of the Salesforce entity which an uploaded file is associated with will be used for the name of the folder in SharePoint. If this option is checked, then the Salesforce ID is used instead. For example:

unchecked: /Accounts/ACME Inc./Contract.docx
checked: /Accounts/0011t00000DC4ZdAAL/Contract.docx

Use separate sub-folders for different file types

If this option is checked then each file type will be placed within a separate sub-folder, determined by the file extension. For example:

unchecked: /Accounts/ACME Inc./Contract.docx
checked: /Accounts/ACME Inc./DOCX/Contract.docx

Email Attachment Delay

The value set for “Email attachment delay” defines the time delay before files attached to emails or uploaded via the files library are processed.

NOTE:

After a file is uploaded as an attachment to an email draft, it is detected by the stubbing service however the file is not stubbed immediately. The stubbing service waits until the email is sent, provided the email is sent within the time duration defined under this setting. The same behavior is applied to files uploaded via Files library in Salesforce, or as attachments to Chatter posts.

Synchronize deletion from Salesforce

If this option is checked then if a file stub is deleted from Salesforce, the corresponding file it points to in SharePoint will also be deleted. Otherwise, if left unchecked, then deleting the stub in Salesforce will not affect the file in SharePoint.

Configure Exclusions

Click on Configure Exclusions to define which object types to exclude from the stubbing process:

Configure exclusions

On the left will appear all the object types defined in your Salesforce organization (you must first have filled in the correct credentials in the Salesforce connection settings earlier). Select any type from the left and click “Add” to move it to the list on the right. Object types in the list on the right are excluded from stubbing. This means that any file uploaded to Salesforce that is associated with an entity of that type will not be stubbed. In the example shown above, files attached to Contracts will not be stubbed.
Once done, click “To Service Activation” to activate your service

Click to service activation

7.1.6 Activate your configuration

If you purchased a trial or a regular subscription you should have received an activation code via e-mail. The field ‘Activation Code’ should be automatically pre filled, but if that is not the case, to activate the service, Copy the activation code from the e-mail you received earlier and paste it into the “Activation Code” field.

License activation

A confirmation message will be displayed confirming that the service was activated successfully.

License activation confirmation message

Once done with the activation you can go to the final step. Keep in mind that when you click ‘Finish’ you won’t be able to go back and change your settings, everything will be already created.

7.1.7 Start your configuration

Start stubbing

In the final step you can choose whether to start stubbing on the configuration or not. Switch the stubbing button to Yes/No and click the ‘Leave wizard’ button to close the wizard.

7.1.8 Activate an existent configuration

If you choose the second option, you can choose from the selection box the name of the configuration that you want to activate the license and press the ‘activate’ button which will then request for your activation token.

If you purchased a trial or a regular subscription you should have received an activation code via e-mail. The field ‘Activation Code’ should be automatically pre filled, but if that is not the case, to activate the service, Copy the activation code from the e-mail you received earlier and paste it into the “Activation Code” field.

Activate an existent configuration

7.2. Configure your service manually

You need to login to your portal account first as explained before. From the portal main menu, navigate to Configuration -> Document Extractor Built for Salesforce platform™ -> Configuration to display the Configuration screen shown below.

To create a configuration, click “Create New” as shown below.

Create new configuration

You need to fill in the fields in the Configuration form. The configuration form contains 3 sections.

7.2.1 General configuration section

General configuration section

This section contains the configuration name. Type a meaningful name for easier identification.

7.2.2 Salesforce configuration section

Salesforce configuration section

Please refer to the Salesforce configuration section presented earlier for more information.

7.2.3 SharePoint configuration section

SharePoint configuration section

Please refer to the SharePoint configuration presented earlier for more information.

7.2.4 SharePoint Field Mapping section

This section is optional. This section is used to bring more information from Salesforce to SharePoint about the documents being stubbed. You can provide all, some or none of the fields in this section, however if you provide a SharePoint column name, kindly ensure that the column exists in SharePoint beforehand. Document Extractor Built for Salesforce platform™ doesn’t create any columns in SharePoint.

SharePoint Field Mapping Section

Please refer to the previous section in this document explaining the same.

7.2.5 Stubbing & Synchronization settings

Stubbing and synchronization settings

Please refer to the stubbing settings section presented earlier for more information. Once you fill in all required fields, Click the “Save” button to save your configuration.

7.3 Navigating the Dashboard

After having an active configuration, this configuration can be accessed through the SaaS Configuration menu or through the SaaS Dashboard:

In the Dashboard you will find quick links (1) as well as your configurations (2). Keep in mind that by clicking ‘Go to Configuration’ (3) you will be redirected to configuration page (refer to section View Configurations) and by clicking ‘More Info’ (4) you will be able to see more information about the configuration.

Each configuration has information about traffic consumption, number of subscriptions, batteries and users:

Dashboard info panel

  1. Service icon/name
  2. Name of your configuration
  3. Link to the Configuration’s list page (where you can start/stop the configuration)
  4. Available traffic – takes into account all active subscriptions traffic and available batteries
  5. Battery in use – an icon shows if the specific service is using a battery at the moment
  6. Number of available subscriptions (both active and future)
  7. Number of available batteries
  8. Number of users
  9. More info link

Clicking anywhere on the configuration box (2) will redirect you to a section where you can see more information about the service such as subscriptions, batteries and available traffic.

7.3.1 Valid Subscriptions

Scrolling down to the next section, you can find all active and future subscriptions. For each subscription a monthly traffic graphic can be seen as well as other important information.

Valid Subscriptions

Expanding a subscription, you could see useful information, like validation period and monthly traffic used/remaining.

Subscription Details

1. Subscription’s validation date
2. The day the subscription was activated
3. Subscription plan
4. The activation code
5. Monthly traffic information
   a. Available traffic percentage
   b. Monthly plan (start date – end date)
   c. Available, used and remaining traffic for the month

7.3.2 Available Batteries

Scrolling down more, in the next section the user can see all the available batteries for the configuration. These batteries are spent only when all valid subscriptions’ traffic is spent for that month. Keep in mind that this section is only shown for services that use traffic. Each battery has the following information:

Configuration Available Batteries

  1. Battery percentage
  2. Total battery traffic
  3. Remaining battery traffic
  4. Activation code

7.3.3 Other Information

In the last section, you can find more info, for example, batteries that have all their traffic spent or subscriptions that are already expired.

Other Information

7.4 View your configurations

View your configurations

After configurations are created, they will be listed in the configuration page as shown. From the above screen, you could do the following:

Create New (1): Creates a new configuration.
Requested Status (2): is the status requested by the user. Could be “Start” or “Stop”
Status (3): Actual configuration Status. Could be “Starting”, “Processing”, “Started” and so on.
Start/Stop configuration (4): Starts/Stops each configuration
Burger Menu (5): to display additional options as explained in the next section

7.5 Edit your configuration

Edit your configuration

To edit a configuration, please click the burger menu icon next to the configuration you wish to edit. Then click “Edit”. Editing a configuration redirects you the configuration edit/new form explained earlier.

NOTE:

Editing a configuration is only possible when it’s stopped.

7.6 Activate your configuration

Activate your configuration

To activate a configuration, please click the burger menu icon next to the configuration you wish to edit. Then click “Activate Service”. The Service activation window will be displayed as shown below

Copy the activation code from the e-mail you received earlier and paste it into the “Activation Code” field in the “Service Activation” window and press the “Activate” button. A confirmation message will be displayed confirming that the service was activated successfully.

7.7 Create multiple configurations

Create multiple configurations

If you have more than one Salesforce organization for which you want Document Extractor to stub files, then additional configurations can be created. These can be started and stopped independently. Please do not run multiple configurations for the same Salesforce organization simultaneously, even using different service user accounts.

To create another configuration, use the “Create New” button, or clone an existing configuration by clicking the Menu button, and the Clone command:

If cloning a configuration, and not modifying the Salesforce credentials, remember to always stop any running configuration for that Salesforce organization before starting a different one.

7.8 Delete your configuration

Delete your configuration

To delete a configuration, please click the burger menu icon next to the configuration you wish to delete and click “Delete”

WARNING:

By deleting a configuration, the configuration will be permanently deleted with all activated subscriptions (even paid ones). These subscriptions are not transferable to other configurations.

7.9 View your recently stubbed files

View your recently stubbed files

A list of the 100 most recently stubbed files may be obtained by clicking the Menu button, and the Recent files command.

7.10 View the not stubbed files

View the not stubbed files

When a file cannot be stubbed for some reason, Document Extractor will automatically retry stubbing it after a delay. If, after 5 repeated retries the file can still not be stubbed, it will be listed as a “Not stubbed file”. To view these files, click the Menu button, and the Not Stubbed files command.

From this list, a file can be manually triggered for further retries by using the “Retry again” link. To determine why a file was not stubbed, please check the logs page.

8. Troubleshooting

8.1. View configuration logs

To help troubleshooting performance issues if any, we provide a couple of logs capturing information that could become handy. To view available logs, please navigate to Configuration -> Document Extractor Built for Salesforce platform™ -> Show Logs to display the Document Extractor Built for Salesforce platform™ Logs Page as shown below. There are four level of messages:

• Debug: Shows debug information for errors occur during the stubbing process.
• Error: Shows errors occur during the stubbing process
• Warning: Shows warnings generated by the stubbing process
• Info: Shows information regarding the stubbing process.

Document Extractor - Show logs

8.2. View SaaS platform logs

To view available logs, please navigate to Logging -> Show Logs to display the Portal Logs Page as shown below.

Portal Log

8.3. Create a ticket

If you ever need help with your service or want to contact us, please navigate to Support -> Contact and fill in the form.

Contact form page

8.4. View the release notes

To help our clients to keep up with our improvements and new features we have a release notes page. To see it, please navigate to Support -> Release Notes where you will be able to see the changes made for each version.

Release notes page

9. Conclusion

This document described installation, configuration and maintenance of Document Extractor Built for Salesforce platform™ by connecting software for stubbing of documents from Salesforce to SharePoint.