How To: Automate using Quip for Customer 360

These steps walk you through how to use flow and process builder to automate steps in Quip for Customer 360.

We are going to create a flow that will automatically populate a Mutual Close Plan template, will then add that Quip Document to a Folder, and then send a message in the conversation panel to notify “@everyone” on the document when it is created. 

Stage 1: Set up your Quip document component

Before we start with flow and process we need to make sure we have the Quip document component set up on the opportunity page.

1. Go to an Opportunity, click the gear icon, and then Edit Page

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2. Drag the Quip Document component onto the page and set it up either with either—

    1. Different docs for each record
      1. a. This means their would be no option to add the template manually, your template would fully rely on the process/flow automation
    2. One template for each record
      1. b. This means you can add the Mutual Close Plan manually without the flow. If for example someone wanted to start the document early

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3. Once you have set up the component go to an Opportunity and you will see the Quip Document Component label mutual close plan.

There is no document populated yet, that’s where process and flow come in!

For more detailed instructions on adding the Quip Document Component check out this help article.

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Stage 2: Create the Flow

We are going to create a flow that will automatically populate a Mutual Close Plan template, will then add that Quip Document to a Folder, and then send a message in the conversation panel to notify “@everyone” on the document when it is created.

1. Go to the gear icon and click Setup.

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2. Search Flow and click Flows

3. Then click New Flow

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4. Select Autolaunched Flow and then Create.

    • We select Autolaunched Flow here because remember after we set up the flow we are going to build a process that will launch this flow automatically.

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5. Drag the Action element from the left onto the canvas.image__6_.png

6. Select Quip on the left side

7. Search Copy and then select Copy Quip Document

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8. Fill in the New Action:

    • Label: Create Mutual Close Plan from Template
    • API Name: Create_Mutual_Close_Plan_from_template (This will automatically populate when you click out of the label box or if you click tab)

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9. Paste in the Document URL from the actual Quip Document that you would like to use for your template. To do this:

    1. Open a new tab and log into your Quip account on your web browser, navigate to the document you would like to use as your template
    2. Copy the document URL
    3. Paste the URL in the Document URL with the New Action

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10. Toggle to Include the Source Record ID

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11. Click into Source Record ID then click +New Resource

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12. Fill in the New Resource information

    1. Resource Type: Variable
    2. API Name: OpportunityRecord
    3. Data Type: Record
    4. Object: Opportunity
    5. Check off Available for input
    6. Click Done

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13. Don’t worry when you see this warning, we aren’t quite done here

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14. Click into the Source Record ID box and type .id after record

    • It will look like {!OpportunityRecord.Id}

15. Then scroll through and select Id

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16. Next click the Store Output Values tab

17. Click into Document Link and select + New Resource

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18. Fill in the New Resource:

    1. Resource Type: Variable
    2. API Name: NewDocumentURL
    3. Data Type: Text

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19. Drag the Update Records element onto your canvas

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20. Fill in the New Update Records:

    1. Label: Update Opportunity Record
    2. API Name: Update_Opportunity_Record
    3. Select Specify conditions to identify records, and set fields individually
    4. Object: Opportunity
    5. Field: Id
    6. Operator: Equals
    7. Value: {!OpportunityRecord.Id}
    8. Field: Mutual_Close_Plan_URL__c
      1. This field was created when you set up the Quip Document Component. If you named it something different it will show up under that name here
    9. Value: {!NewDocumentURL}
      1. We created this earlier

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21. Connect the elements on the canvas by dragging from one dot to another

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22. Click Save in the top right

  1. Then add in the Flow Label
  2. The TM is my initials to make this easy to location if you have a large number of Salesforce Admin
    1. example: TM Create Close Plan from template

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24. Last don’t forget to click Activate

This is what your completed flow should look like

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Step 3: Create the Process

Now that we have created our Flow it is time to create the process the will autolaunch this flow. We are going to have this flow launch when the Opportunity Stage changes to Proposal/Quote. If you have customized stage names just select the stage that makes the most sense for the Mutual Close Plan to be created.

1. Go to the gear icon and click Setup.

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2. Type in Process and click on Process Builder

3. Click New near the top right

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4. Fill in the details of the New Process:

    1. Process Name: [your initials] Create Close Plan
    2. API Name: TM_Create_Close_Plan
      1. Will auto populate
    3. Description: This process starts the flow at a stage change
    4. The process starts when: A record change

5. Save

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6. Click + Add Object

7. Object: Opportunity

Start the process: when a record is created

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9. Click + Add Criteria

10. Define the criteria for this action:

  • Criteria Name: Opportunity Stage Change
  • Criteria for Executing Actions: Conditions are met
    • Set Conditions 1:
      • Field: Stage
      • Operator: Equals
      • Type: Picklist
      • Value: Proposal Quote
    • Set Conditions 2:
      • Field: Stage
      • Operator: Is changed
      • Type: Boolean
      • Value: True

11. Conditions: All of the conditions are met (AND)

12. Save

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13. Click + Add Action

14. Select and Define Action

    1. Action Type: Flows
    2. Action Name: Call Flow to create document from template
    3. Flow: Select the name of the flow you just created
    4. Flow Variable: Opportunity Record
    5. Type: Field Reference
    6. Value: Opportunity

15. Save

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16. Activate in the upper right.

This is what your completed process will look like:

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Congrats! You have build your process and flow to automatically create a Mutual Close Plan from a template when the Opportunity Stage Changes to Proposal/Quote.

Step 4: Further Automate with Flow

Are you having so much fun you want to keep going? Great! The nice thing about Flow is you can keep adding automation and building on flows you have already created. Let’s go ahead and automate the document to be added to a Quip Folder and a message sent out in the conversation panel when the doc is created.

Move the document to a folder

  1. Navigate to the Flow we have been working on
  2. Drag a new Action element onto the canvas
  3. Select Quip
  4. Select the Add Quip Document to Folder action

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5. Label: Add Quip Document to Folder

6. API Name: Add_Quip_Document_to_Folder

7. Document URL: {!NewDocumentURL}

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8. Now we need to navigate to Quip in your browser to find the Folder URL.

    1. Log into Quip
    2. Click in your email in the bottom left > Manage Sites and Apps > Admin Console

9. Click Site Settings

10. Disable Include Document Titles and Folder Titles in URL

  • This allow you to get the folder ID you need

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11. Navigate to the folder in Quip you want the documents placed in

12. Copy the URL

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13. Navigate back to Salesforce

14. Paste the URL in Folder URL

15. Click Done

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16. Connect your elements

At this point you could Save and Activate or you can keep adding elements.

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Send Message in a Document

  1. Drag a new Action element to your canvas
  2. Select Quip and then Send Message in Document
  3. Complete the New Action:
    1. Example: @everyone a new Mutual Close Plan has been created. Please review and complete your section.
    1. Label: Notify Everyone
    2. API Name: Notify_Everyone
    3. Document URL: {!NewDocumentURL}
    4. Message: Include the message you would like sent on the document. This can include an “@ mention”
    5. Click Done

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4. Connect your last action

Save As

6. Activate

This is what your final Flow will look like: 

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🎉 Congratulations, you’ve done it! Go ahead and go to an Opportunity and move the stage to Proposal/Quote. This will initiation your process and flow.

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