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.

For stubbing to work, the following apex classes and triggers along with their tests will be installed automatically to SalesForce on the first run of the service after the service is configured correctly.

  • CB_ContentDocumentShare
  • CB_CreateEmptyContentDocumentForEmail (apex trigger on ContentDocumentLink object)
  • CB_ShareContentDocumentWithServiceUser (apex trigger on ContentDocument object)
  • CB_ShareContentDocumentWithServiceUserAgain (apex trigger on ContentDocumentLink object)
  • CB_ContentDocumentTests (apex tests covering previous code)

If your SalesForce is marked as a production environment, it will not accept any apex code. In that case please download the apex code from this link and install the needed classes and triggers manually before running the service. You need to type in the service user identifier in the CB_ContentDocumentShare class.

To help you easily get your service user ID, please use the helper app provided on this link. Run the app to bring the following screen

Choose your Salesforce org type and provide your Salesforce login, password and security token as shown below

The app will then connect to SalesForce API and retrieve the Salesforce user ID as shown above.

Copy the Salesforce user ID to the CB_ContentDocumentShare.apxc class as shown below

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.

3.3 SharePoint requirements

Your SharePoint will be used for creating the copies of documents from your SalesForce. These will be put into document location you configured. Please make sure this location exists before entering it into the stubbing service

4. Purchase

To purchase 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 in the figure below.

Figure 1: Connecting Software Homepage

From the “Document Extractor Built for Salesforce platform™” product page shown below in Figure 2, click the pricing tab to view the pricing page with the available purchase plans as shown in Figure 3.

Product Page

Figure 2: Document Extractor Built for Salesforce platform™ Product Page

Scroll down the page and click “Try Now” to get your free trial to test the product first or you could purchase a paid subscription as shown below in Figure 3 by clicking “Buy Now”.

Document Extractor Built for Salesforce platform™ Purchase Plans

Figure 3: Document Extractor Built for Salesforce platform™ Purchase Plans

You will be redirected to Connecting Software Online Shop. From there you need to add the “Free Trial” to your cart by clicking the “Add to Cart” button as shown in Figure 4 below.

Document Extractor free trial

Figure 4: Connecting Software Shop

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

Order

Figure 5: Order

Once done, you will see an order confirmation on the screen

Order confirmation

Figure 6: Order Confirmation

You will get 2 emails from us. An order confirmation email and a guidelines email.

Completed order

Figure 7: Order confirmation and guidelines emails

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

5. Logging in to SaaS portal

After clicking the link shown before in Figure 8 pointing to our SaaS portal [https://saas.connecting-software.com/], you need to login to your SaaS portal account if you have one already or create a new one.

Saas portal home page

Figure 8: SaaS Portal Homepage

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

6. Configuration

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

6.1. Service Configuration

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 in Figure 9.

Configuration option

Figure 9: Configuration Option

To create a configuration, click “Create New” (1) as shown below in Figure 10.

New Configuration

Figure 10: New Configuration

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

6.1.1. Scheduling configuration section

Scheduling Configuration Section

Figure 11: Scheduling Configuration Section

This section contains the following fields:

  • Name (1): configuration name for easier identification
  • Polling interval (2): Interval indicating how often the service should check for new files uploaded to SalesForce.

6.1.2. SalesForce configuration section

SalesForce configuration section

Figure 12: SalesForce configuration section

This section contains the following fields:

    • API URL of SalesForce (3)
NOTE:
Leave this field empty if you don’t sure about it, in this case service will use default version of SalesForce API.
  • SalesForce login username (4) and password (5)
  • SalesForce security Token (6)
  • Test Connection Button (7)
NOTE:
Please test your connection to SalesForce before proceeding further.

6.1.3. SharePoint configuration section

SharePoint Configuration section

Figure 13: SharePoint Configuration section

This section contains the following fields:

    • SharePoint server URL (1): The URL of the SharePoint site or subsite that contains the document library where you would like to stub your documents.
    • SharePoint login (2): username of the SharePoint user with access rights to upload documents to the document library where you would like to stub your documents.
    • SharePoint password (3): password of the above SharePoint user.
    • SharePoint document Library (4): the name of the SharePoint document library where you would like to stub your documents.
NOTE:
The SharePoint site/subsite and document library must exist beforehand.
  • Test Connection button (5): please test your connection before proceeding to the next step

6.1.4. SharePoint Field Mapping

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 fields mapping

Figure 14: SharePoint fields mapping

This section contains the following fields:

  • Created By (1): The name of the SalesForce user who created the original document in SalesForce
  • Document Description (2): Document description from SalesForce
  • Document Owner (3): The name of the SalesForce user who owns the document in SalesForce
  • Document Version ID (4): The Document Version Object ID that held the content of the document before it was stubbed.
NOTE:
If you decided to provide the SharePoint fields, please retest your connection to ensure that it works.

Once you fill in all required fields, Click the “Save” button to save your configuration.

Saving your configuration

Figure 15: Saving your configuration

6.2. View Configurations

Configurations screen

Figure 16: Configurations screen

After configurations are created, they will be listed in the configuration page as shown above in Figure 16. From the above screen, you could do the following:

  • Create New (1): Creates a new configuration.
  • Configuration Status (2): Status of each configuration.
  • Start/Stop configuration (3): Starts/Stops each configuration
  • Burger Menu (4):to display additional options as explained in the next section

Configuration burger menu

Figure 17: Configuration burger menu

6.3. Edit Configuration

To edit a configuration, please click the burger menu icon next to the configuration you wish to edit. See (4) in Figure 16. Then click “Edit”. See (1) in Figure 17. Editing a configuration redirects you the configuration edit/new form explained earlier.

NOTE:
If you decided to provide the SharePoint fields, please retest your connection to ensure that it works.

6.4. Activate Configuration

To activate a configuration, please click the burger menu icon next to the configuration you wish to edit. See (4) in Figure 16. Then click “Activate Service”. See (3) in Figure 17. The Service actication window will be displayed as shown below

Service activation window

Figure 18: Service activation window

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.

Service activation confirmation

Figure 18: Service activation confirmation

6.5. Delete Configuration

To edit a configuration, please click the burger menu icon next to the configuration you wish to edit. See (4) in Figure 16. Then click “Edit”. See (2) in Figure 17.

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. Troubleshooting

7.1. 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 in Figure 20. 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 Built for Salesforce platform™ Logs

Figure 20: Document Extractor Built for Salesforce platform™ Logs

7.2. SaaS Platform Logs

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

Document Extractor Logs page

Figure 21: Logs page

7.3. Creating 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

Figure 22: Contact form page

7.4. 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

Figure 23: Release notes page