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Bulk Document Generation From a Custom List View

Example use case: A sales rep needs to generate and email a Quote for multiple leads at once based on the Opportunity stage.

Solution: Use a Lightning Action to mass update records from a list view to trigger a flow to generate documents from these records.

Configuration steps:

  1. Create a Lightning Action
  2. Create a Custom List View
  3. Configure a Flow to Generate the Documents

Create a Lightning Action

  1. Go to Setup>Object Manager. Select the base object for your Lightning action.
    • For our example use case, select Opportunity as the base object.
  2. Select Buttons, Links, and Actions from the Object menu.
  3. Click the New Action button.
  4. Action Detail
    • Label: Set a name for the button, e.g., Update Opportunity
    • Action Type: Update a Record
    • Standard Label Type: Update [Record]
    • Name: API name for your lightning action
    • Select fields to update: Drag and drop the field(s) that you want to update with your Lightning Action. For this example we will add “Stage” field to our lightning action.

Create a Custom List View

  1. Once the lightning action is configured, when you go to a list view on your base object (e.g. Opportunity) you will see this button on the upper right corner of the screen.
  2. Create a custom list view based on specific criteria related to your business process. For example, create a list view on the Opportunity object called “Quote Requested” that shows all Opportunity records where Opportunity stage equals “Quote Requested”.
  3. Select up to 200 records at a time on the list view, then click your new lightning action button, e.g. “Update Opportunity”. When you click it, a window will pop up with the field (s) that you added to your lightning update action. For this example we will update the Opportunity Stage to “Email Quote”.

Configure a Record-Triggered Flow to Generate the Documents

  1. Create an after-save record triggered flow (base object would be the same as the list view, e.g. Opportunity) to fire when a record is updated to meet specific criteria, e.g. Opportunity Stage equals “Email Quote”. The flow will create a Document Request record for each record that is updated in the list view to meet the criteria.
  2. See our Automate Document Generation article for the field settings on the new Document Request record. In this use case, the flow could contain a decision element to create a document request with a specific document action used based on the opportunity stage.