Whenever you hear of ‘must have’ Salesforce Apps or see a ‘top 10 Apps for Salesforce’ blogs post, you can almost guarantee that FormAssembly and Conga are in there. These two powerhouse App’s have got a name for themselves by being simple to use and automating complex business processes with ease. While being completely different Apps in terms of function, together they can take automation within Salesforce a step further and create truly seamless processes. In this blog post, we present an example of how a not for profit organisation can use Salesforce in conjunction with the Form Assembly and Conga Composer apps to automate a number of highly manual processes and unlock a huge amount of wasted time (based on a true story).
Individually, these 3rd party applications can extend the power of Salesforce without the need for custom coding. But combining them can enable incredibly powerful solutions to be created extremely cost effectively in a short period of time.
Conga Composer & Workflow
Conga Composer is a leading document generation and reporting tool for the Salesforce platform. Conga specialises in retrieving data from Salesforce whether it is held in Standard or Custom Objects, reports or queries and in turn, merging this data into various formats (Word, Excel, Powerpoint. PDF, HTML Email). Workflow is an addon for Composer that automates these processes by using Salesforce Workflows to trigger solutions.
Form Assembly is an App that makes it easy to create online forms with the ability to transfer data directly into Salesforce. Some typical use cases for Form Assembly are surveys, questionnaires and application forms. Forms can also be created dynamically by using data from Salesforce
The Scenario & Challenge
Gathering Programme feedback involves sending out emails asking Participants to complete a Word document with their thoughts about the Programme. Then monitoring emails as Participants begin to send back completed forms and tracking in Excel.
The aim is to transform this highly manual and time consuming operation to collect Participant feedback into a highly automated activity that is easy to operate. This should include moving feedback forms online, automated email invitations and response tracking, highlighting chasing outstanding forms and storing responses against the Participants’ records.
Let’s have a look at how this solution is built up..
Salesforce – The central database containing the participant details and tailor made objects to store Participants feedback
Form Assembly – Used to create the online form that allows Participants to enter their feedback for transmission directly in Salesforce
Conga Composer + Workflow –Used to instantly generate and email a PDF ‘receipt’ back to the participant containing a record of the feedback they submitted. Also used to create a consolidated feedback report for use within the not for profit organisation
How does it work?
To understand how this solution hangs together, we need to consider what the Salesforce User sees as well as the participant.
Salesforce User View
Each quarter, the Programme Manager logs into Salesforce and pulls up a list of Participants using a View. Within a few clicks, they can activate the process of automatically sending each Participant an email inviting them to complete their Quarterly Feedback form. Salesforce can schedule chaser emails if responses haven’t been received after a predefined period of time.
Here’s how it looks from a Participant’s point of view.
This type of solution can transform your organisation in a number of ways:
Saving time and money – by automating labour intensive activities such as sending emails and compiling results, this type of solution can free up huge amounts of time. One organisation was able to save a day a week of administration time within a small team.
Build up Contact profile – by logging survey responses against Contacts’ records, a comprehensive profile builds up that provides colleagues with valuable insights into the experiences and feedback from Participants that can be used to implement Programme improvements
See the wood for the trees – Salesforce can present key metrics on Dashboards and in Reports for valuable insights. Another organisation used response data to measure the effectiveness and impact of their Programme which ultimately led to Programme re-designs and greater clarity of job roles within their team.
Instant alerts – Salesforce can be setup to send instant notifications to team members should a Participant submit a low score for immediate action.
Scaleable – This type of solution can handle growth in the organisation so if Participant numbers increase, the solution continues to function in the same way and simply saves even more time!
Because these Apps are used across all verticals, there are so many uses where Salesforce + Conga + Form Assembly can make a drastic difference to the day to day operational processes within your organisation. Here are some other examples:
- Generating completed application forms in PDF format and distributing to Assessors for evaluation
- Customer satisfaction surveys
- Event evaluation forms
- Event booking forms
- Grant applications
Rephrase is a Salesforce consultancy that focuses on saving organisations time and money by streamlining and automating routine processes that drive meaningful insights, centralising information into a common database and creating systems tailored to the needs of each client.