Document upload with Salesforce

Clicktools now contains a document upload capability. When passing this in to Salesforce CRM there are several options for you to consider. Depending upon the type of field, Clicktools will automatically pass across a link to the document or physically transfer the document in to Clicktools.

1. Store a link to the document in a field

Links to documents can be stored in Text, Essay or URL fields. If your organization has set Document Access to 'Public' then anyone will be able to click on the link and see the document. If Document Access is set to 'Private' then the document will only be visible to Clicktools users. 

Any clicks on this link will count againt your Clicktools document download allowance and the document must remain in Clicktools for the link to be valid.

2. Store the document as an Attachment

To physically transfer the document, map the Document question to the Body [Base64] field in an Attachment. You must also populate the  Filename and the Parent ID. 

As a suggestion, ask the recipient to describe what they are sending you and use this as the Filename or use a Fixed Value depending on the type of information you are collecting on your form/script. E.g. Use 'screengrab' to describe collection in a web2case form or 'Resume' to link to a job application. 

The ParentID should be the object that wil own the Document. This may be a Case, Account, Contact or any object (standard or custom) that you have linked Notes and Attachments to in your Salesforce Setup.

3. Store the document as a 'Document' 

Documents in Salesforce are intended to provide a document store for internal users so this option is most likely to be used in a form that will allow non-Salesforce users to pass documents in to Salesforce. A form could offer a list of folders and pass the document in to Salesforce. 

In this example, you must also provide a Document Name (probably provided by the recipient) and the folder name. You should also capture a description - again best provided by the recipient.

If options 2 or 3 are chosen the physical document is transferred so the Public/Private settings in Clicktools are not applied. The document will count against your document allocation in Salesforce.