¶ Administration
¶ User License Management
To work with Maven Documents, a user needs to have a license assigned. After acquiring the app via the Salesforce AppExchange, several are assigned to the org. These licenses need to be assigned to users to be able to work with the app. To assign the licenses a few steps need to be followed:
-
Open the org's Setup element.
-
Search for the Installed Packages element, and open the equally named tab.
-
Find the Maven Documents entry in the Installed Packages list, and click on Manage Licenses.
-
Click on the Add Users button and choose the users by clicking the checkbox next to their names.
-
Click on the Add button to add selected users.
Be aware that if the user has no license assigned, such a user will not be able to generate documents.
There is also fair usage in place for every user.
¶ Permission Sets Management
The next thing to do is to give certain rights to individual users. Two types of permission sets come with the package:
- Maven Documents Administrator. Allows administration and configuration of the Maven Documents application.
- Maven Documents User. Allows generating documents using the Maven Documents application.
- Maven Documents API User. The minimum required access for a user to insert generated DOCX and XLSX documents in a Salesforce Org
Setting up permission sets for users can be done in a few simple steps. First, go to Setup > Permission Sets. From there you will be able to see all permission sets and choose the ones you want to work with, in this case, Maven Document Administrator and Maven Documents User.
Once the permission set is selected (Maven Documents Administrator, for example), it's time to assign it to the specific Users who will use it. First, we need to click on the Maven Documents Administrator permission set and after that, we need to click on the Manage Assignments button.
After that, you need to click the Add Assignment button which leads you to the process of selecting the corresponding user.
Mark the checkbox on the left of the User's name to choose which users to apply the permission set for and click Next.
On the next screen, you will be able to set the expiration date for the permission set or leave the default setting with no time limit. Once you have selected all the Users for the permission set and the time frame for those settings, click assign and that's it, the permission sets are assigned to the appropriate Users.
¶ Maven Documents Setup Assistant
Now, when licenses and permissions are managed on the Salesforce side, we can talk about settings in the Maven Documents application.
In-App Launcher on Salesforce, find and open Maven Documents. There you'll find the Maven Documents Setup Assistant that has all the settings you need to work with the application.
The tab is divided into 3 sections, each for a separate setting:
- Authorize Google Account.
- Authorize Microsoft Account.
- General Settings.
Sections are folded by default, but once you click on them, the content of the section will be shown to you.
Each section has a link to the additional information, where you can learn more about the provided settings.
¶ Authorize Google Account
Maven Documents allows you to amend your document templates in Google Docs or Google Sheets and set them as Document Templates that you'll use to generate your documents. To use templates from your Google Drive, you need to sign in to your Google Account.
¶ Sign in with Google
To successfully connect the account, the user who performs authorization should have either ModifyAllData or ModifyMetadata permissions in Salesforce.
Follow the steps below to authorize the account:
-
Open Maven Documents.
-
Select the Maven Documents Setup Assistant tab on the far right.
-
Click on the Authorize Google Account section.
-
When the content of the section is shown, click the Sign in with Google button.
-
You will then be prompted to select the needed account in the new browser.
-
After you select the account, you can choose what parts of your Google data Maven Documents can access.
-
Mark needed checkboxes or just select all and click Continue.
Be aware that our app needs these permissions to deliver its capabilities. If some of the permissions are not given, some core features might not work as expected. To make sure that you'll get all of the app's capabilities, give the app all the requested permissions.
Once you finish the steps, you will receive the following message if your account has been connected successfully:
The page with Setup Assistant will be refreshed and you will see that the icon next to the section name is marked and painted green. The same thing happened to the icon next to the corresponding setting inside the section. The Sign in with Google button in the section is changed to Revoke Access.
If you have access to some particular data and didn't mark all the checkboxes in the granting access step, you'll also get a message, warning you, that in that case, the generation of Google templates can work with some issues.
Now, Maven Documents is connected to the Google Drive associated with the account you authorized. You can use documents stored on your Google Drive for Document Templates in Maven Documents. Find more detailed information about that here.
Maven Documents will use the authorized account to access the Google Docs template and generate new documents. All Google templates created by Maven Documents will be initially owned by this Google account.
Note: Be aware that you can connect only one Google account to the existing Salesforce Org. If there are different users connected to the Org and they want to use their Google Drive, one needs to revoke access and connect his Google account
¶ Revoke Access
If you wish at any time to revoke access to your Google account from Maven Documents, you can simply click Revoke Access in the corresponding section in the Maven Documents Setup Assistant tab.
¶ Authorize Microsoft Account
To successfully connect the account, the user who performs authorization should have either ModifyAllData or ModifyMetadata permissions in Salesforce.
Maven Documents also allows you to amend your template documents in Microsoft Word and Excel and set them as Document Templates that you'll use to generate your documents. But first, you need to authorize the Microsoft account. You can do it with the help of the corresponding settings in the Maven Documents Setup Assistant page.
As you could've noticed, there are two options available in that section:
- Sign in with Microsoft.
- Grant Access to Microsoft App.
¶ Sign in with Microsoft
This option allows you to connect Maven Documents with your Microsoft Azure Service so you can use created DOCX or XLSX files as template documents.
Follow the steps below to connect the account:
- Open Maven Documents.
- Select the Maven Documents Setup Assistant tab on the far right.
- Click on the Authorize Microsoft Account section.
- Then click the Sign in with Microsoft button.
- You will then be prompted to select the needed account in the new browser tab.
- After the account is selected, you'll see the pop-up message asking you to allow access, so click Allow.
- When the account has been connected successfully, you'll see the green ribbon message.
The page with Setup Assistant will be refreshed and you will see that the icon next to the section name is half circled with the blue line. The icon next to the corresponding setting inside the section, in its turn, is marked and painted green. The Sign in with Microsoft button in the section is changed to Revoke Microsoft Permissions.
Now, Maven Documents is connected to a Microsoft Azure account associated with the service you signed in with. It means that you can use DOCX or XLSX files and upload them to Document Templates in Maven Documents. Find more detailed information about that here.
¶ Revoke Permissions
If you wish at any time to revoke access to the Microsoft Azure account from Maven Documents, you can simply click Revoke Microsoft Permissions in the corresponding section.
¶ Grant Access to Microsoft App
This option will connect Maven Documents to the OneDrive service of the corresponding Microsoft Account. It allows you to use DOCX and XLSX files from that during the Document Template creation.
- Open Maven Documents.
- Select the Maven Documents Setup Assistant tab on the far right.
- Click on the Authorize Microsoft Account section.
- Then click the Grant Access to App button.
- You will then be prompted to select the needed account in the new browser tab.
- Once you are connected successfully, you'll see the success message in the new browser tab.
The page with Setup Assistant will be refreshed and you will see that the icon next to the section name is marked and painted green. The icon next to the corresponding setting inside the section, in its turn, is marked and painted green. The Grant Access to App button in the section is changed to Revoke Access from App.
¶ Revoke Access
If you wish at any time to revoke access to the connected OneDrive, you can simply click Revoke Access from App in the corresponding section.
¶ General Settings
This section provides the configuration of certain parts of the application. Each setting here is set to default values, so icons next to the section name and icons next to each setting are marked and green. You can change those default values by clicking the corresponding buttons.
¶ Batch Settings
Maven Documents allows you to generate a large number of documents using Apex Batch. Apex Batch in Salesforce is used to run large jobs that would exceed normal processing limits. Using Apex Batch, we can process records asynchronously to stay within platform limits.
This section allows you to configure the following batch parameters:
- Batch Frequency (minutes). The number of minutes after which the batch will be executed again.
- Batch Size. The number of documents that will be generated in one batch execution.
- Batch Error Retry Limit. The number that tells us how many times a batch will try to process the same Document Request in the case of an error.
If you would like to change these parameters, click the Edit Batch Settings button. The card with the corresponding fields appears on the screen, where you can select the needed values.
At the bottom of the card you can see the following buttons:
- Save Settings. Saves settings.
- Run Batch. Starts execution of the document generation batch.
- Stop Batch. Stops execution of the document generation batch. It will be visible only if batch execution has begun.
If you want to learn more about efficiently creating a large number of documents at once, check out our Automate with Flow section
¶ Edit Notification User
This setting allows you to select a user who will receive a notification email from Salesforce if the limits on Document Requests are reached.
After you click on the Edit Notification User button, the card with the corresponding value is open. The default user will be the one who installed the application for the first time. If you want to select another user, remove the default one from the search bar and start typing the needed username. It will appear in the search bar so you can pick it and click Save Settings at the end.
Value can not be left empty and the selected user has to be active. You also can't select more than one user for that purpose.
¶ Schedule Request Deletion
Every document generated with Maven Documents will create a new Document Request record. This object stores information required to generate the document. As you will be generating documents, there could be quite a lot of records in the Document Request object. But no need to worry. You can easily delete old document requests, either manually or automatically daily.
The Schedule Request Deletion setting is right there to help you. With this setting, you have the following options:
- Delete Now. Immediately delete all Document Request records older than the provided number of days.
- Schedule Deletion. Schedules a job that will delete all Document Request records older than the provided number of days. Job is executed daily.
Click on the Schedule Request Deletion button in the corresponding section and set the value you need in the open card.
Keep in mind, that you can't delete Document Requests created in the current GMT month. So when you click Delete Now with some selected number of days only Document Requests from the past months will be deleted.