User Permissions Needed
Set Up Visit Summary PDFs
1
Create the Email Template
Create an email template with the developer name
Visit_Summary_Template. FieldKo uses it for every visit summary email.2
Optional: Add Your Logo
Upload your logo as a Salesforce document. Then, in the Order PDF Setting custom setting, edit the PDF record, and enter the document’s unique name in Logo.
3
Optional: Limit Which Visits Get PDFs
In the Visit Configurations custom setting, set Summary PDF Start Date and Summary PDF End Date. Only visits whose Actual End falls between the 2 dates get PDFs. Set both dates.
4
Schedule the Job
In the Developer Console, open Execute Anonymous, and run one of these lines.
ArxxusRFMv1 is the FieldKo package’s namespace prefix. To check it in your org, from Setup, in the Quick Find box, enter Installed Packages, and then select Installed Packages.Scheduled Jobs, and then select Scheduled Jobs. The visit summary jobs are listed with their next run time.
When a PDF Is Created
Each time the job runs, it finds visits whose Status is Completed and whose Is pdf generated checkbox is clear. For each one, it:- Creates the PDF, named with the visit name and the date of Actual End.
- Saves it on the visit, as a Salesforce File or an attachment, depending on Enable File in the File Configurations custom setting, and adds it to the visit’s account.
- Emails it to the visit’s sales representative, and to the account owner if that’s someone else.
- Selects Is pdf generated on the visit, so the visit doesn’t get another PDF.
What a PDF Contains
For picklist questions, the PDF lists the question’s current values and checks the ones the rep chose. For a multi-select question answered in the FieldKo Atlas app, only the first value the rep chose is checked. The full answer is in the Answer field of the task survey answer in Salesforce.
Regenerate a PDF
1
Check the Source Data First
Fix the visit’s data first, such as an answer or a missing photo. See Find Out Whether It’s the Data or the PDF.
2
Clear Is pdf generated
On the visit, clear Is pdf generated, and then save. If you can’t see the field, add it to the visit page layout and check its field-level security.
3
Wait for the Next Run
The next run creates the PDF and emails it again.
With Salesforce Files, a regenerated PDF becomes a new version of the same file. With attachments, the account gets another copy each time. If you rename the visit first, the visit gets a new file with the new name, and the old file stays.
Find Out Whether It’s the Data or the PDF
Problem or symptom: A visit summary PDF is missing a photo, an answer, or a task, or there’s no PDF at all. Applies to: Salesforce admins and managers. Why it happens: Either the data hasn’t reached Salesforce, or it’s in Salesforce but the PDF leaves it out. How to investigate: Open the visit in Salesforce, and compare it with the PDF.
How to resolve: If Salesforce is wrong, fix the data first. Then regenerate the PDF. See Regenerate a PDF.
Expected result: The regenerated PDF shows the data that’s in Salesforce, within the limits in What a PDF Contains.
Escalation: If the data in Salesforce is right and regenerating doesn’t fix the PDF, email FieldKo support at support@fieldko.com with a link to the visit and the PDF.
Some companies have a customer-specific visit report instead of this PDF, for example with scores or a separate report for each brand. That report is customer-specific configuration. Ask your admin or FieldKo support how it’s built.