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Fax Automation

Concord Cloud Fax for Salesforce can be configured to automatically send faxes. The options for fax automation are listed below.

  1. Automate Faxing by Creating a Sent Fax Record
  2. Integrate Faxing with Document Generation Apps

In order to ensure your users have the permissions they need for faxing, review the “Basic Configuration” article for Concord Cloud Fax. If you have also integrated with Concord Documents, review the “Basic Configuration” article for Concord Documents product.

Automate Faxing by Creating a Sent Fax Record

The recommended method to automate sending a fax is by creating a Sent Fax record using Flow or Apex. See article “Sent Fax Object and Fields” for detailed information about each field on the Sent Fax object. Listed below are the basic fields required in order to create a Sent Fax record based on your cover sheet needs (no cover sheet, standard cover sheet, custom cover sheet, external coversheet).

Cover Sheet Disabled

Configuration details for Sent Fax record when sending a fax without a cover sheet. Note that the Coversheet Feature must also be disabled. To disable, go to the Fax Configuration Tab>Cover page>Cover Page Settings. Then, select “Disable Coversheet Feature” checkbox. 

  • Attachment ID: Set this field to the Content Document ID or Content Version ID of the first Attachment/File you are faxing. 
  • Fax Number: Set to recipient’s fax number.
  • Organization Fax Number: set to your org’s fax number.
  • Send Date: Set this to dynamically populate with the current date/time.
  • Status: Sending
  • Subject: Add a value here to give your fax a subject.

Standard Cover Sheet

Configuration details for Sent Fax record when sending a fax with the Standard cover sheet.

  • Attachment ID: Leave this field blank.
  • Attachment ID2: Set this to the Content Document ID or Content Version ID of the first Attachment/File you are faxing.
  • Cover Sheet : Standard
  • Parent ID: Set this to the record Id of the object that you are faxing to (typically the record that triggered the automation or a related record Id). On the Standard coversheet, the “Fax To:” field will equal the Parent ID Object.Name. For example, If you are faxing an Account record, Parent ID = $Record>Account ID.
  • Fax Number: Set to recipient’s fax number.
  • Organization Fax Number: Set to your org’s fax number.
  • Send Date: Set this to dynamically populate with the current date/time.
  • Status: Generating Cover Sheet
  • Subject: Add a value here to give your fax a subject.
  • Comments: Add a value here to give a comment. Due to character limits enforced on the entire cover sheet, we advise users enter no more than about 3,000 characters in the comment field.

Custom Cover Sheet

Configuration details for Sent Fax record when sending a fax with a Custom cover sheet generated with the Concord Documents app integration. Note that any user sending a fax with a custom cover sheet must also have a Concord Documents license.

  • Attachment ID: Leave this field blank.
  • Attachment ID2: Set this to the Content Document ID or Content Version ID of the first Attachment/File you are faxing.
  • Cover Sheet : Custom
  • Cover Sheet Template: Set this to the Document Action you will use to generate the coversheet in this format: “GDT-000000”
  • Fax Number: Set to recipient’s fax number.
  • Organization Fax Number: set to your org’s fax number.
  • Send Date: Set this to dynamically populate with the current date/time.
  • Status: Generating Cover Sheet
  • Subject: Add a value here to give your fax a subject.

External Cover Sheet

The External cover sheet option allows the user to configure their own cover sheet generation process (e.g. with a third party document generation app) which they can trigger based on the Sent Fax record being created and the Status field updated to “Generating Cover Sheet”. 

  • Attachment ID: Set this to the Content Document ID or Content Version ID of your own cover sheet.
  • Attachment ID2: Set this to the Content Document ID or Content Version ID of the first Attachment/File you are faxing.
  • Cover Sheet : External
  • Cover Sheet Template: If using the custom cover sheet feature, set this to the Document Action you will use to generate the coversheet.
  • Fax Number: Set to recipient’s fax number.
  • Organization Fax Number: Set to your org’s fax number.
  • Send Date: Set this to dynamically populate with the current date/time.
  • Status: “Generating Cover Sheet”
  • Subject: Add a value here to give your fax a subject.

Once the Sent Fax record is created, you can add additional actions to support your business processes. For example, once the Sent Fax record is created and the fax is sent, update a custom status field on the related record to reflect he Sent Fax status.

Integrate Faxing with Document Generation Apps

If you’d like to integrate Concord Documents with Concord Cloud Fax for Salesforce, follow these steps:

  • Create a Flow or Apex trigger that creates a Sent Fax record when a Document Request record is created with the following field values:
    • Status: Complete
    • Attachment Id: Is not null
    • Document Action: [Document Action associated with the specific business workflow]
  • Configure the Flow to query the Content Document record using the value in Document Request Attachment Id field. This is the Attachment or File you will be faxing.
  • Next, assign the latest Content Document ID or Content Version ID of the first faxed document as the value of either the Attachment ID or Attachment ID2 field on the Sent Fax record. This depends on whether you are using the coversheet feature and, if yes, which type of cover sheet (standard or custom).
    • If not using the cover sheet feature, assign the latest Content Document ID or Content Version ID as the value of the Attachment ID field on the Sent Fax record.
    • If using a cover sheet, leave the Attachment ID field blank. Assign the  latest Content Document ID or Content Version ID as the value of the Attachment ID2 field on the Sent Fax record.
    • In order to integrate faxing with a document generation app other than Concord Documents, you will need to check which options you have to capture the File Id of the generated document(s) or create a Flow to find it when created.

You are now ready to automate faxing based on attachments. Upon inserting a new Attachment, the Concord Cloud Fax for Salesforce trigger will automatically read the filename and, if it matches the rule, will automatically create a Sent Fax record and fax the attachment.