Alternative to Formstack for Salesforce Document Generation

Alternative to Formstack for Salesforce Document Generation

Document generation is an almost universal need for businesses and nonprofits leveraging the Salesforce platform as a CRM and beyond. Companies want to build quotes, contracts, invoices, product sheets, and many other documents off the data they manage through Salesforce, in as few steps as possible. This document compares six of the most popular tools available on the appexchange today. A summary table highlights core attributes, including basic technical capabilities. In addition, each tool is further described in more detail with an emphasis placed on the user experience for both the admin setting up the template as well as the end user generating documents from records.

Formstack Documents (formerly WebMerge)

Overview: Formstack Documents (formerly known as Webforms) presents more as a connected app rather than a full Salesforce app in its own right. That is also where its strengths lie - Formstack Documents includes connectors to almost forty different tools for pulling data, output delivery, and storage. The user interface is fairly intuitive, though the fact that Salesforce is only one of many possible connectors can initially lead to some confusion for the Salesforce-focused admin. 

Best for: Companies leveraging a portfolio of different tools, wanting to connect them for document creation. Admins who have used Formstack before may have a preference for this tool, as the UX is similar. 

Admin User Experience: The initial setup requires setting up and connecting a Formstack Documents account through an API key. The process is well described in the support documentation and easy to follow, though unfortunately some of the user guides have not been updated for Salesforce Lightning. If wanting to use custom objects with Formstack Documents, they have to be added individually to a list. Once setup is complete, templates and mappings have to be created. A wizard guides the admin through the creation of new templates. There are options for using an MS Office file as a starting point, starting with a Formstack Documents example template, or setting up a template from scratch. The next steps in the wizards provide choices for delivery methods and data sources, including 3rd party delivery. These steps can be somewhat confusing when working from the Salesforce interface, as they’re generic for all connected services. Later on, Mappings have to be set up, which include choices for Salesforce delivery methods such as saving to Files. When working in the templates or online Document Builder, the admin will have to define their own merge fields as they go. These are later mapped to Salesforce fields using the Webmerge Mappings. This means that the admin will have to carefully plan ahead which fields and related data they want to use. Generally, the user experience for the admin is easy and intuitive for very simple templates, but quickly becomes challenging when wanting to add more complexity such as related lists. 

Template Setup Effort: I’d recommend planning a full day to get install and setup Formstack Documents, and getting to a first generated output. Due to the requirement of defining merge fields and then mapping them to Salesforce in a second step, there’s a relatively high level of effort involved with creating subsequent templates as well. 

End User Experience: The end user clicks the WebMerge button from the record, and can then select the template they want to use, preview it, or directly merge. Delivery methods are pre-defined, after delivery the user is redirected to the initial record. The UI matches Lightning Design System.

Titan

Overview: Titan’s MS Word Add-in provides a fantastic user experience when creating templates. It’s incredibly easy to use, there is no need to separately build out a data model or otherwise define which objects you want to work with, fields and tables can simply be added in as you go. Subsequently defining how the records are related is also easy, and no SOQL statement, scripting or other code is required to set up even advanced logic for a template. A preview option allows for quick testing of the template, before publishing it. Setting up delivery methods and establishing the full connection to Salesforce is a little more challenging, as the admin has to navigate their online Titan account, which is primarily geared towards form creation. Finding the options relevant to document generation can be challenging. The same applies to the support documentation, which is extensive (though it primarily consists of videos) and can be hard to navigate. 

Best for: Companies with webform needs in addition to document generation needs taking advantage of the full Titan offering. Admins wanting a pure clicks-not-code experience with extensive video guidance. Could be a good fit for non-admins setting up the template in MS Word, and admins only supporting in the online setup steps.

Admin User Experience: Titan provides a very quick access to the templates itself. Rather than first having to set up a solution, package, or similar, they only need a Titan account, the add-in in Word, and can then start directly building out the templates. The MS Word Add-in is incredibly easy to use and fits in visually, too. Titan is a true clicks-not-code tool, even for advanced logic. There is no need to copy-paste merge fields or write SOQL queries to filter results. The Add-in also provides an option for previewing the template. Once the template is set up, it can be published to the Titan account. This is where the setup becomes more challenging, as the user interface contains a multitude of options that are not relevant to document generation, making it harder to navigate. The admin follows a few general setup steps in the Titan account, then needs to set up various pieces for each individual template. Similar to FormStacks Documents, a mapping has to be set up, though in Titan this can be largely automated. In addition, collaborators have to be set up per template in order to allow Salesforce users access. Depending on the desired automated delivery method (storage, email, e-signature), further setup is required, though the end user may also select these methods manually when generating documents.

End User Experience: The end user clicks a Generate Document button from the starting record. They can then select the relevant template, and either view/download it or choose from a range of options, including Download, Email, or attaching the document. The UI is in line with Titan and does not clash with Lightning Design System.