# Dealer Group and Vehicle Retail Document Automation for Salesforce | CloudFiles

> Document automation for dealer groups in Salesforce: vehicle folders by stock number, buyer documents by upload link, license checks and quotes sent to sign.

*Dealership documents in Salesforce*

## CloudFiles for *dealer groups and vehicle retail*

Buyers send licenses by text, and trade-in photos sit on shared drives, so sold cars wait. CloudFiles keeps every vehicle and buyer document on its Salesforce record, collected, checked and signed.

[Talk to a document expert](https://meet.cloudfiles.io/salesforce?utm_content=sf-industries-automotive-dealer-groups-and-vehicle-retail-hero)

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*Dealership documents, before and after*

## Every vehicle and buyer file on its *record*

Dealer groups sell from leads, opportunities and vehicle records in Salesforce, but photos and IDs live on phones and shared drives. CloudFiles keeps them on the record instead.

### The manual way

- Vehicle photos and inspection sheets sit on a shared drive by stock number. When a buyer calls, a consultant at another store cannot find them.
- Consultants collect a buyer's license and insurance card by text. Customer IDs end up on personal phones, and delivery waits on the last document.
- A manager checks every license's expiry date by eye. An expired one found at the delivery appointment sends the buyer home and delays the sale.
- Quotes are built by copying the opportunity into Word. Signatures are then chased one person at a time, and the signed copy stays in an inbox.

### The CloudFiles way

- CloudFiles gives every vehicle its own folder, named by stock number. Consultants at any store open the car's photos and sheets from Salesforce.
- CloudFiles sends the buyer one secure link for every document still needed. The buyer uploads with no login, and each file lands on the opportunity.
- CloudFiles checks each license as it arrives and records its expiry date on the buyer's account, so a flow can alert managers before delivery day.
- CloudFiles builds each quote from the opportunity with your own template. Buyer and co-buyer sign in order, and the quote is marked accepted.

*Dealer group use cases in Salesforce*

## From the first *photo* to a signed order form

Six jobs dealer groups automate on the leads, opportunities and vehicle records that they already use.

- **Vehicle folder automation by stock number** — Every vehicle gets its own folder, named by stock number, so any store finds a car's files from the record.
  - The folder is created as soon as a vehicle is added to inventory
  - Photos and inspection sheets open on the vehicle record, at any store
  - When a car moves to another store, its folder moves with it
- **Lead conversion file transfer** — When a shopper sends files at the lead stage, those files follow the buyer into the account and opportunity.
  - The lead's folder moves into the new account's folder when the lead converts
  - Each opportunity gets its own folder inside the account, so repeat purchases sit together
  - Buyers do not have to send the same license or photo twice
- **Buyer document collection by upload link** — Buyers send their license, insurance card and payoff letter through one secure link.
  - One link asks for every missing document
  - Buyers upload from any phone, with no login
  - Each file goes to the right subfolder on the opportunity
- **Driver's license verification** — When a buyer uploads a license, CloudFiles checks it and records the expiry date on the buyer's account.
  - CloudFiles reads each license as it arrives
  - The license number and expiry date are written to the buyer's account
  - A flow can alert managers before the delivery appointment
- **Trade-in document splitting** — A trade-in packet scanned as one PDF is split into separate documents, such as the title and payoff letter.
  - Each document is named for what it is, filed in the trade-in subfolder and checked by staff
  - Appraisals start from a sorted set of documents
  - If a document is missing, the owner gets a link to upload it
- **Vehicle quote generation and e-signature** — Quotes and order forms are built from the opportunity and sent for e-signature in signing order.
  - Your own Word template is filled with the vehicle, price, add-ons and trade-in value
  - The buyer and co-buyer sign first, then the sales manager
  - The quote is marked accepted when everyone has signed

*Document types*

## Key documents we handle for *dealer groups and vehicle retail*

The files a dealership handles for every car it sells or services. Every other dealership document is handled the same way.

- **Vehicle photos** — Inventory, reconditioning and trade-in photos. They stay in the vehicle's folder, so every store sees the same pictures.
- **Inspection reports** — Reconditioning checks and service inspections. The service report is generated from the work order and kept with the photos.
- **Driver's licenses** — The buyer's license, sent by upload link before delivery. Its number and expiry date are recorded on the buyer's account.
- **Proof of insurance** — The buyer's insurance card, collected with the license and kept on the opportunity for the delivery appointment.
- **Trade-in titles and payoff letters** — Ownership and loan documents for a trade-in, split from one scanned packet and filed in the trade-in subfolder.
- **Quotes and order forms** — Quotes and order forms generated from the opportunity. The buyer and co-buyer sign in order, and the opportunity shows when they signed.

*Security & compliance*

## Stay industry compliant

CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.

Certifications: SOC 2 (Type II), HIPAA (Compliant), ISO 27001 (Certified), GDPR (Compliant)

[Security overview](/security)

## Frequently asked questions

**Q: Does CloudFiles work with Salesforce Automotive Cloud for dealers?**
Yes. CloudFiles installs from AppExchange and works on any Salesforce object, standard or custom, through Salesforce Flow. Your existing objects stay as they are.

**Q: Can a dealer group keep vehicle photos in SharePoint or Google Drive and open them from Salesforce?**
Yes. CloudFiles connects Salesforce to SharePoint, Google Drive, Azure Blob, Amazon S3 and other storage. Vehicle photos stay in your own storage and open from the vehicle record. On SharePoint and Google Drive, people who sign in with their own account see only the folders that they can already open.

**Q: How do I keep a lead's files when it converts to an opportunity in Salesforce?**
CloudFiles moves the lead's folder, with every file in it, into the new account's folder when the lead converts. The sales consultant then finds the license and trade-in photos on the account and opportunity. Admins set this up with the move resource flow action.

**Q: How can car buyers send their license and insurance card to a dealership securely?**
CloudFiles sends the buyer one secure upload link from the opportunity, covering every missing document. The buyer uploads from a phone, with no login. Each file goes straight to the opportunity's folder, not to a consultant's text messages.

**Q: Can Salesforce check a driver's license expiry date automatically?**
Yes. CloudFiles checks each license as soon as it is uploaded to an opportunity. The license number and expiry date are written to the buyer's account, so a flow can alert sales managers before the delivery date.

**Q: Can CloudFiles sort a trade-in packet automatically?**
Yes. CloudFiles splits a trade-in packet scanned as one PDF into separate documents, such as the title, registration and payoff letter, for staff to check. Each document is named and filed in the trade-in subfolder, and the owner is asked for anything missing.

**Q: Can a dealership generate quotes from a Salesforce opportunity and send them for e-signature?**
Yes. CloudFiles generates quotes and order forms from the opportunity and its quote lines, using your own Word or PDF template. The buyer, co-buyer and sales manager sign in order, and the quote is marked accepted when signing completes.

**Q: How do I share appraisal photos with a wholesale buyer from Salesforce?**
A used car manager shares the vehicle's appraisal folder from the vehicle record, through a secure link limited to the buyer's email address. Downloads can be blocked and a password added. The manager is told when the buyer opens the link.

## Bring one *trade-in* to a demo

Bring a trade-in packet and a buyer's license with names removed. We will show both landing on an opportunity in Salesforce, filed and checked.

[Book a demo](https://meet.cloudfiles.io/salesforce?utm_content=sf-industries-automotive-dealer-groups-and-vehicle-retail-footer)