CloudFiles for building products and materials
Spec reps chase current data sheets, stamped submittals and dealer credit paperwork, and one stale page sends a submittal back. CloudFiles keeps product files current, tracks submittals and builds packages in Salesforce, so bids move.
From a rejected submittal to an approved one
Projects, dealers and quotes all live in Salesforce, yet product literature and stamped submittals travel by email and shared drive. CloudFiles organizes, shares, checks and generates those documents on the opportunity itself.
The manual way
- Inside sales reps pull data sheets and code reports from shared drives and old emails for every quote, unsure which revision is current. One outdated sheet in a submittal gets it rejected, and the opportunity waits weeks for a resubmittal.
- Spec reps email submittal packages to architects and contractors, then chase replies to learn whether the packages were opened, approved or marked for revision. Stamped copies come back to personal inboxes and never reach the opportunity.
- Credit analysts open each new dealer's credit application, W-9 and sales tax exemption certificate by hand and compare names and addresses with the account. Until every form is checked, the dealer cannot place an order.
- Rebate program managers check each dealer rebate claim against its invoices and the program's terms line by line in spreadsheets. Payouts run late, and dealers question every adjustment because nobody can show how it was worked out.
- Project coordinators build each submittal package by hand, copying the quote, product data sheets and warranties into one PDF with a typed cover sheet. Every product change on the quote means rebuilding the whole package.
The CloudFiles way
- CloudFiles keeps one current library of data sheets, code reports and warranties for every product, opened from the product record. A new revision replaces the old one in the product's folder, so every quote and submittal draws on the current file.
- CloudFiles sends each submittal from the opportunity and shows who has opened it. The package goes out through one secure link for the architect's domain, every view is recorded by viewer email, and the stamped copy returns to the opportunity's folder.
- CloudFiles reviews each new dealer's onboarding paperwork before a credit analyst opens it. The credit application, W-9 and exemption certificate are recognized, checked against each other and the account, and held for approval before the account changes.
- CloudFiles verifies each dealer's rebate claim before a rebate program manager signs off. The invoices and sales reports behind the claim are totaled and compared with the program's terms, and the run waits for the manager's approval before the payout is set.
- CloudFiles assembles the full submittal package from the approved quote. A cover sheet is generated from the opportunity. The current data sheet and warranty for each quoted product merge in behind it, and the package lands in the opportunity's folder.
Product files, ready from spec sheet to closeout
Each job runs in Salesforce Flow on the product, account, opportunity and quote your team already uses, with CloudFiles doing the document work.
Product data sheet library in Salesforce
CloudFiles links every product record in Salesforce to its literature folder, from technical data and evaluation reports to installation guides and warranties, so reps open the current revision from the product.
- Creating a product record runs a flow, and the create folder flow action gives the product a folder in the manufacturer's storage
- Product code is stamped from the record by the set resource property flow action, and revision is a required column on upload
- Inside sales reps open a product's literature straight from the product record, without searching a shared drive
Opportunity folder automation for construction projects
CloudFiles creates a structured folder for every project opportunity in Salesforce, inside the contractor's account folder, with set sub-folders for plans, submittals, approvals and closeout documents.
- The copy resources flow action clones the project folder template just after an opportunity is created
- A contractor's account folder holds every project it has bid on, so a rep sees past submittals before quoting again
- Closeout documents and warranties stay with the opportunity after it closes, ready when the owner asks for them
Submittal sharing and approval tracking
CloudFiles shares submittal packages with architects, engineers and contractors through secure links from the opportunity, tracks every view, and collects the stamped submittal back into the project folder.
- The create link flow action makes each link, and the update link settings flow action limits it to the architect's domain and sets downloads
- Each time someone opens a submittal, the viewer's email is logged in Salesforce, so reps follow up on facts
- A file request from the create file request flow action brings the stamped submittal straight into the approvals folder
Tax exemption certificate and credit application review
CloudFiles reviews dealer onboarding documents in Salesforce. A new dealer's packet is broken into separate forms, and each is checked against the others and the account, so credit analysts handle only the exceptions.
- The split document using AI flow action breaks a dealer's scanned onboarding packet into its separate forms
- CloudFiles recognizes each form, compares legal names, addresses and tax IDs with the account and flags any gap
- Each certificate's state and expiry go onto a certificate record under the account, and unsigned forms return to the dealer
Rebate claim verification
CloudFiles verifies dealer rebate claims in Salesforce. A claim's invoices and sales reports are told apart, totaled and compared with the rebate program's terms, so managers approve payouts on checked figures.
- Invoices and PDF or CSV sales reports sent with a claim are told apart and totaled against the claimed amount
- Invoice lines outside the program's products or dates are noted on the rebate claim for the manager to review
- The checked amount is written to the rebate claim record once the program manager approves the run
Submittal package generation
CloudFiles generates construction submittal packages from the Salesforce quote, with a cover sheet built from the opportunity and each quoted product's latest data sheet and warranty combined into one PDF.
- The flow picks each architect's cover sheet from the templates the get doc-gen templates flow action returns
- Data sheets and warranties merge behind the cover in quote line order through the merge documents (sync) flow action
- Adding a product to the quote rebuilds the package in one step and saves it to the opportunity as a new dated file
Key documents we handle for building products and materials
These six travel with almost every bid. CloudFiles also files, shares and produces the other documents a building products team keeps in Salesforce.
Product data sheets
Technical data for each product, held at its latest revision and drawn into quotes and submittals from the product record.
Code and evaluation reports
Third-party reports showing a product meets building codes, stored with the product and pulled into each submittal that needs them.
Submittal packages
Bundles of data sheets, drawings and warranties sent for approval, tracked by viewer and kept on the project opportunity.
Credit applications and W-9s
Trade account paperwork from new dealers and contractors, checked against the account before the first order is accepted.
Sales tax exemption certificates
Certificates that let dealers buy tax free, filed on the account with their state and expiry date recorded for the next audit.
Dealer agreements and price sheets
Annual terms and pricing for each dealer, generated from the account and program data and returned signed to the account.
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.
Frequently asked questions
Yes. CloudFiles builds a project folder in the company's own storage just after a project opportunity is created, placed under the contractor's account folder and laid out with sub-folders for drawings, submittals, approval stamps and closeout files. Reps open it from the opportunity page. Admins clone the layout from a template folder with the copy resources flow action.
Yes. Product literature stays in the manufacturer's own storage, whether SharePoint, Google Drive, Azure Blob, Amazon S3 or another provider, and CloudFiles opens each product's folder from its Salesforce product record. The marketing team updates a data sheet once in its folder, and every rep who opens the product sees that same current file.
CloudFiles shares submittals with architects from the Salesforce opportunity through a secure link that can admit only the architect's firm, require verification or block downloads. Every view is logged in Salesforce with the viewer's email address, so a spec rep knows the package was opened before calling. Admins create links automatically with the create link flow action.
CloudFiles collects sales tax exemption certificates in Salesforce through a secure upload request sent to each dealer, then checks them. CloudFiles confirms that each certificate names the same business as the account, records its state and expiry date on a certificate record under the account, and pauses for a credit analyst on every run the team wants checked.
Yes. CloudFiles handles dealer onboarding paperwork in Salesforce end to end. It recognizes each form, matches it to the right account, applies the credit team's own rules, updates the record and pauses for a person to approve each run the team wants checked. Anything missing becomes a fresh upload request for the dealer.
CloudFiles generates a construction submittal package from the Salesforce quote: an opportunity-based cover sheet, followed by each quoted product's up-to-date data sheet and warranty, merged into one PDF. Product files come straight from their folders, so the package always carries the latest revisions. Admins join the files with the merge documents (sync) flow action.
Yes. CloudFiles generates each dealer's agreement and price list from Word, Excel or PDF templates filled with each account's terms, for one dealer or every dealer in a program at once in the background. Each agreement goes out for e-signature, and the signed copy is saved to the dealer's account folder.
Yes. CloudFiles shows dealers the folders shared with them in your Experience Cloud partner portal, from product literature to their own agreements and rebate statements. Dealers download current data sheets and upload claim paperwork in the same place, and nothing is emailed back and forth.
Yes. CloudFiles adds document work beside Manufacturing Cloud rebate management and on the standard product, opportunity, quote and account objects. Installed from AppExchange as a managed package, it runs on standard and custom objects alike, so admins add document steps to the flows they already maintain and each record page shows its own files.
Book your personalized demo
Bring a quote, its data sheets and a dealer's credit paperwork, and watch CloudFiles build, send and check them in your Salesforce org.