Feature & User Guide

1. Introduction

1.1 About This Guide

This guide is designed for end users, sales representatives, managers, and administrators who use 360 InstantDocs on a daily basis. It provides step-by-step instructions for every feature of the application, from template management to bulk document generation and email delivery.

For installation and initial setup instructions, please refer to the 360 InstantDocs Installation & Setup Guide.

Related Documentation:

• 360 InstantDocs Installation & Setup Guide — Step-by-step instructions for installing the package, configuring OAuth, assigning permissions, and creating buttons.
• 360 InstantDocs Word Add-In User Guide — Detailed instructions for building templates in Microsoft Word, including fields, conditions, views, images, and tag syntax.

1.2 Navigating the 360 InstantDocs App

360 InstantDocs is a Salesforce Lightning app accessible from the App Launcher. To open the app:

Once open, you will see six tabs in the navigation bar:

2. App Navigation

2.1 Home Tab

The Home tab is the default landing page when you open the 360 InstantDocs app. It provides two key dashboards in a single view:

• 360 InstantDocs Dashboard — Displays an overview of document generation activity, recent document generations, status summaries, and key metrics for your org.
• 360 FileSync Dashboard — Displays file synchronization activity, sync status across connected cloud storage providers, and storage usage metrics.

2.2 Getting Started Tab

The Getting Started tab provides a comprehensive, interactive setup guide to help administrators configure 360 InstantDocs step by step. It features a left sidebar menu with expandable sections and a main content panel on the right.

The “Introduction – Before You Begin” section contains the following two tabs:

InstantDocs Setup

• Welcome — Product overview and quick-start checklist
• Step 1: Assign Required Permissions
• Step 2: Set Up the External Client App
• Step 3: Configure Application Settings
• Step 4: Upload Your Templates
• Step 5: Install and Use the Microsoft Word Add-In
• Step 6: Generate Your First Document
• Step 7: Manage Templates & Versions
• Step 8: Advanced Configurations
• Step 9: Troubleshooting & Support
• Automation & Integrations — Advanced topics for power users

File Sync Setup

• Welcome — Product overview and quick-start checklist
• Step 1: Assign Permission Set
• Step 2: Initialize the Application (360 InstantDocs App)
• Step 3: Select Default (Primary) Storage
• Step 4: Storage Setup and Integration
• Step 5: Object Setup
• Step 6: File Sync Component Configuration
• Step 7: Upload and Sync Your First File
• Step 8: Automatic File Deletion After Sync
• Step 9: Advanced Configurations
• Step 10: Support & Troubleshooting
• Automation & Integrations — Advanced topics for power users

Use the Back and Next buttons at the bottom to navigate sequentially, or click any section in the sidebar to jump directly to it.

2.3 360 InstantDocs Setup Tab

The 360 InstantDocs Setup tab is the central configuration hub for administrators. The InstantDocs Setup tab contains the following three sub-tabs:

• License Manager — Activate and sync your InstantDocs license, view license status, InstantDocs credits, and FileSync credits details
• InstantDocs Setup — Sidebar navigation with: Permission Set Assignment; Configuration (Step 1: Salesforce Object Support; Step 2: Manage Buttons)
• File Sync Setup — Used to configure and manage file sync settings.

2.4 Templates Tab

The Templates tab displays a list view of all Template records in your org. From here, you can:

• View all templates with their names, associated objects, document types, and active status
• Click on a template to open its detail page
• Click “New” to create a new template
• Use list view filters to find specific templates

2.5 Bulk Document Generation Tab

The Bulk Document Generation tab opens a multi-step wizard for generating documents for multiple records at once. The wizard guides users through selecting a data source, choosing records, picking a template, and generating documents in bulk.

2.6 360 Document Manager Tab

The 360 Document Manager tab shows a list view of all X360_Document_Manager__c records — each representing a generated document or a document generation request. You can:

• View the status of all document generations (Completed, In Progress, Failed, etc.)
• Click on a record to see its details, including the parent record, template used, and the generated file
• Use list view filters to find specific document records

3. Template Management

Templates are the foundation of 360 InstantDocs. A template is a Microsoft Word (.docx) file containing dynamic merge fields (tokens) that are replaced with actual Salesforce data when a document is generated.

3.1 Viewing Templates

3.2 Creating a New Template

3.3 Uploading Template Files

After creating a template record, you need to upload the actual Word document (.docx) file that serves as the template.

3.4 Activating and Deactivating Templates

Only active templates appear in the template selection dropdown during document generation.

Using the Preview Attached Files Component (Recommended)

3.5 Using the Preview Attached Files Component

The Preview Attached Files component is a two-panel interface available on every template record page:

Left Panel — File List

• Displays all uploaded file versions as clickable cards
• Each card shows: file icon, file title, version number, last modified date, file size
• Active version displays a green “Active Template” badge
• Click a card to select it and see its preview in the right panel

Right Panel — Preview & Actions

• Header: Shows the selected file name and version info
• Edit Template — Opens the template in the Word Add-In for editing
• Activate Template — Sets the selected version as the active template
• Preview Area: Shows a rendered preview of the document in an iframe
• Refresh button in the top-right corner to reload the file list

4. Microsoft Word Add-In

The 360 InstantDocs Word Add-In allows you to design and edit document templates visually in Microsoft Word. It provides a sidebar within Word for browsing Salesforce objects and fields, inserting merge tokens, previewing documents, and saving templates directly back to Salesforce.

• Create — Design your template by inserting merge fields and formatting the document layout
• Preview — Preview the document with actual Salesforce data to verify the output before publishing
• Live — Save and activate the template in Salesforce, making it available for document generation

4.1 Installing the Add-In

4.2 Connecting to Salesforce

4.3 Inserting Merge Fields / Tokens

Merge fields (tokens) are placeholders in your Word template that get replaced with actual Salesforce data during document generation.

4.4 Previewing the Document

Before saving your template to Salesforce, you can preview the document to see how it will look with actual Salesforce data merged in.

4.5 Saving Templates Back to Salesforce

5. Single Document Generation

Single document generation creates a document from one Salesforce record using a selected template. There are two ways to trigger it: via a Quick Action or via a URL Button.

When to Use Single Document Generation:

• Generating a proposal or SOW for a specific Opportunity during a sales meeting
• Creating a contract or agreement for a single Account that is ready for signing
• Producing an invoice or quote for one customer order
• Generating a personalized welcome letter for a new Contact

5.1 Generating via Quick Action

5.2 Generating via URL Button

5.3 The Document Generation Wizard

The Document Generation Wizard guides you through the document creation process with a visual progress path showing each step.

Step 1: Select Template

Step 2: Send Email (Optional)

If email sending was enabled, the Email Composer appears after document creation. The Email Composer allows you to configure From, To, CC, BCC, Subject, Body, and email templates before sending the generated document as an attachment.

5.4 Processing and Status Tracking

After clicking “Generate Document”, the wizard transitions to a processing screen:

• An animated progress indicator shows that document generation is in progress
• A status message updates as the process moves through stages
• Once complete, it will redirect you to the record detail page with a success message
• The generated document will be attached to the record under the related files section
• If the generation fails, an error message is displayed with details about what went wrong

6. Bulk Document Generation

Bulk Document Generation allows you to create documents for multiple records at once, using data from a Salesforce Report or a List View.

When to Use Bulk Document Generation:

• Monthly invoicing — Generate invoices for all customers with outstanding balances at month-end
• Batch contract generation — Create renewal contracts for all Opportunities closing this quarter
• Mail merge campaigns — Produce personalized letters or proposals for a targeted list of Accounts or Contacts
• Compliance documents — Generate standardized compliance or audit documents for all records matching specific criteria

6.1 Accessing Bulk Document Generation

6.2 Step 1: Select Data Source

Choose where the records for bulk generation will come from:

• Report — Use records from a Salesforce report
• List View — Use records from a specific object’s list view

If you selected “List View”: Select the Object from the object dropdown (e.g., Opportunity), then select a List View for that object.

If you selected “Report”: A Search Reports field appears. Type to search for a report by name, then select a report from the dropdown.

Click “Next” to proceed to record selection.

Report Requirements

If you want to generate documents from report, you must follow these basic steps:

• Report should be tabular.
• First column of report should be Id.
• Create a custom field — Data Type: Auto Number | Field Label: Filter Number | Display Format: {000000} | Starting Number: 1 | Generate Auto Number for existing records: True | Field Name: Filter_Number
• Use this field as a filter criteria: Filter Number greater than 0.
• Add this field to the report column and sort it by Ascending.

6.3 Step 2: Select Records

Review the loaded records and select which ones should have documents generated:

6.4 Step 3: Select Template

Choose the template and document type for bulk generation:

• Left panel (Template Settings): Template dropdown and document type selector
• Right panel (Template Preview): Live preview of the selected template in an iframe

6.5 Step 4: Review & Generate

Confirm your selections before starting bulk generation:

6.6 Status Tracking and Progress

After clicking “Generate”, the wizard transitions to a status tracking view:

• A progress bar shows the overall completion percentage
• A status table shows each record’s individual status: Completed, Processing, Pending, or Failed
• Message — Success confirmation or error details
• Actions — Links to view the parent record or the Document Manager record

6.7 Using List View Buttons

If your administrator has set up a List View Button for an object, you can also trigger bulk generation directly from the object’s list view:

6.8 Field Access Validation

Whenever a template is selected for document generation, the system automatically performs a Field-Level Security (FLS) check. It inspects all fields referenced in the template’s queries and verifies that the current user has read permission on each field.

If one or more fields are not accessible, a Field Access Warning screen is displayed. The warning screen includes:

• A warning banner explaining that the selected template references fields the user does not have permission to read
• A table listing every inaccessible field with: Query Type, Object, and Field API name
• “Cancel” — Stops the generation process and returns the user to the previous step
• “Continue Anyway” — Proceeds with document generation. Inaccessible fields will appear blank in the generated documents

7. Custom Related List Component

The Custom Related List component displays document generation history (or any related records) directly on a Salesforce record page. It provides a rich data table with sorting, infinite scrolling, and navigation capabilities.

7.1 Adding to Record Pages

7.2 Configuration Properties

After placing the component on the page, configure the following properties:

8. End-to-End Example: Generating a Document from an Opportunity

This section walks through the complete workflow from start to finish, using an Opportunity record as an example.

Step 1: Design the Template in Microsoft Word

Step 2: Generate a Document from an Opportunity Record

Step 3: Review the Generated Document

9. 360 Document Manager Records

9.1 Understanding Document Manager Records

Every document generation — whether single, bulk, or automated — creates an X360_Document_Manager__c record. This record tracks the generation process, stores references to the template and generated file, and provides a complete audit trail.

The record name follows an auto-number pattern: DocGen-00001, DocGen-00002, etc.

9.2 Key Fields Reference

9.3 Viewing Generated Documents

10. Error Logs

10.1 Accessing Error Logs

Error logs provide detailed information about any failures that occur during document generation, template processing, or system operations.

10.2 Understanding Error Log Fields

10.3 Common Errors and Resolutions

11. Creating Buttons on Any Object

This section provides complete instructions for creating InstantDocs buttons on any Salesforce object. Three types of buttons are supported, each suited for different use cases.

11.1 URL Button Setup

Sub-step: Add to Layout

11.2 Quick Action Setup

Sub-step: Add to Layout

11.3 List View Button Setup

Sub-step: Add to Search Layouts

12. Flow and Apex Integration

360 InstantDocs provides an Invocable Action that can be called from Salesforce Flows, Process Builder, or Apex code. This enables automated document generation as part of your business processes.

When to Use Flow/Apex Integration:

• Auto-generate welcome letters when new Accounts or Contacts are created
• Trigger contract generation automatically when an Opportunity stage changes to “Closed Won”
• Generate approval documents as part of an approval process flow
• Schedule recurring document generation via scheduled flows (e.g., weekly status reports)

12.1 Using the Invocable Action in Flow

12.2 Input / Output Parameters

Input Parameters

Output Parameters

13. Introduction to 360 File Sync

The Complete Solution — 360 FileSync integrates SharePoint, AWS S3, Google Drive, OneDrive and SFTP into Salesforce with centralized file and document management. Enabling seamless file access, reducing storage costs, and enhancing team collaboration.

360 File Sync was built to solve the exact challenges organizations face with Salesforce storage. It’s more than a storage tool — it’s a comprehensive file management ecosystem that helps you regain control of your documents without compromising on cost, speed, or structure.

14. Setting Up Drive Sync

Follow these steps to sync your Drive with Salesforce:

15. Setting Up an Object for Sync

Follow these steps to configure a Salesforce object for file synchronization with your cloud drive:

Step 1: Open Object Setup

Step 2: Add New Object

Step 3: Map Object Fields

Step 4: Sync Setup

Configure your syncing preferences:

• Sync Records — Toggle to initiate the syncing process for existing records.
• Custom Range — Sync All Records or select a specific date range.
• Delete Synced Files — If enabled, the following file types will automatically be deleted from Salesforce once synced: Attachments (classic Salesforce Attachments), Notes and Attachments, and Files (Salesforce Files / ContentDocument). Only the records synced in the current operation will be deleted.

Step 5: Save Configuration

16. Salesforce and Its Storage Challenges

Salesforce is a leading CRM platform utilized globally by businesses to manage customer relationships, streamline sales processes, and enhance productivity. Despite its powerful capabilities, Salesforce faces significant limitations in file storage management. Businesses often struggle with limited and costly storage, inefficient synchronization of files, and complex file management procedures. These limitations frequently result in scattered document storage, increased costs, reduced productivity, and diminished collaboration capabilities.

16.1 Understanding Salesforce Storage Challenges

Salesforce categorizes storage into Data Storage, File Storage, and Big Objects, each serving distinct purposes. However, organizations quickly encounter storage constraints as their data and file requirements grow:

• Limited and Expensive File Storage: Salesforce provides limited file storage space, and exceeding these limits incurs substantial additional monthly fees, impacting operational budgets significantly.
• Inefficient File Management: Without a centralized approach, files scattered across multiple external drives complicate accessibility and document retrieval.
• Complex and Time-consuming Syncing: Manual file synchronization processes lead to data inconsistencies and increased workloads, reducing overall productivity.
• Performance Issues: Excessive files stored within Salesforce slow down the CRM, negatively affecting performance and user experience.