CloudFiles for industrial equipment and machinery
Industrial equipment drawings, service reports and claim forms arrive by email, and one missing page stalls a warranty claim. CloudFiles builds asset folders, checks claims and creates quotes in Salesforce, so service teams keep pace.
From a lost service report to a paid warranty claim
Every quote, installed asset and work order lives in Salesforce, yet drawings, service reports and claims arrive by email or phone and are opened one at a time. CloudFiles organizes, shares, checks and generates them on the asset itself.
The manual way
- Field service technicians photograph worn parts and nameplates on site, then text the photos or attach them to whichever work order is open. The next technician sent to that machine finds no history on the asset and repeats the diagnosis from scratch.
- Project managers email drawings, operating manuals and factory acceptance test reports to each customer site as attachments at handover. Weeks later nobody can show which revision the plant received, and commissioning waits while files are sent again.
- Warranty administrators open each dealer claim's service report, invoice and parts list, then compare serial numbers and failure dates with the asset and its coverage by eye. Claims queue for weeks, and dealers carry the repair cost until reimbursed.
- Customer service reps dig fault reports and service requests out of Email-to-Case threads, then search Salesforce for the machine each one concerns. The case sits in the queue for a dispatcher while the customer's equipment stays down.
- Account managers export each quote to PDF, then attach spec sheets, drawings and terms by hand before emailing the package out for signature. Every revision means rebuilding the package, and the opportunity stalls while the customer compares bids.
The CloudFiles way
- CloudFiles gives every installed asset one folder holding its whole service history. Each work order's folder sits inside the asset's folder, and photos technicians attach in Field Service Mobile are copied into it, so each visit starts fully informed.
- CloudFiles hands each customer one controlled handover room from the opportunity. Drawings, manuals and test reports join it from the record's folders. Its link opens only for the customer's email domain, and every view is recorded by viewer email.
- CloudFiles checks each dealer claim's paperwork against the asset before an administrator opens it. The claim form, service report and invoice are checked together, compared with the asset's warranty coverage, and held for approval before anything is written.
- CloudFiles files every emailed service request on its case and finds the machine it concerns. Attachments from each Email-to-Case message are saved to the case's folder, and every fault report is linked to its asset by serial number, so dispatch starts sooner.
- CloudFiles turns each approved quote into one complete package and brings it back signed. The customer signs the quote in one e-signature envelope. Then the signed quote merges with every product's spec sheet into one PDF on the opportunity.
Machine paperwork, handled across sales, service and warranty
Each job runs in Salesforce Flow on the asset, work order, warranty claim and quote your org already uses, with CloudFiles doing the document work.
Asset and work order folder automation
CloudFiles creates a structured folder for every installed asset in Salesforce, with each work order nested inside, so photos, service reports and manuals for one machine sit together from installation onward.
- Creating a new asset runs a record-triggered flow, and the create folder flow action builds its folder with the same naming every time
- Each work order's folder nests inside its asset's folder, so a service manager sees every visit to one machine in a single place
- Sub-folders for drawings, manuals and service history are cloned by the copy resources flow action from a template chosen by product line
SharePoint integration for field service files
CloudFiles connects Field Service in Salesforce to SharePoint and any other storage the manufacturer runs, so technicians' photos and service reports land in the machine's folder and stay in the manufacturer's storage.
- Photos technicians attach to the work order in Field Service Mobile are copied into its SharePoint folder
- Service report PDFs saved in Salesforce follow the photos there through the copy Salesforce files flow action
- Every Salesforce upload to a work order folder creates a work order document record, so files turn up in global search and reports
Dealer portal document sharing
From the asset or account record, CloudFiles shares manuals, drawings and service bulletins with dealers through the Experience Cloud partner portal and with customer sites by secure link, with every link view tracked.
- Dealers signed in to the Experience Cloud portal see the folders of the accounts they serve, shared by the share with community user flow action
- Customer sites receive handover files through a link limited to their email domain, switched off by the update link settings flow action at sign-off
- Views of each drawing or manual sent by link are logged against the viewer's email in Salesforce
Warranty claim document verification
CloudFiles verifies warranty claim documents in Salesforce. The claim form, invoices and service report are checked together against the serial number and coverage on the asset, so administrators approve one result.
- CloudFiles takes the claim form, invoices and service report together as named documents, leaving photos aside
- Serial number and failure date are checked against the asset's warranty, and the run pauses for an administrator to approve
- Approved parts and labor lines become claim items on the warranty claim when the administrator approves the run
Service request intake from Email-to-Case
CloudFiles turns emailed service requests into ready-to-dispatch cases in Salesforce. Every Email-to-Case attachment is filed in the case's folder, and fault reports are classified and matched to the right asset.
- Every attachment on an incoming Email-to-Case message is copied into the case's folder by the copy Salesforce files flow action
- Fault reports and request forms are classified by type, and the serial number on each one finds its asset in Salesforce
- With the asset filled in on the case, a dispatcher creates the work order without searching for the machine first
Quote package generation and e-signature
CloudFiles produces quote packages in Salesforce from the quote record, routes the quote for e-signature, then merges the signed quote with every product's spec sheets and drawings on the opportunity.
- The get doc-gen templates flow action lists every template built on the Quote, and the flow picks one for every machine family
- PDF spec sheets and drawings kept in each product's folder merge with the signed quote through the merge documents (sync) flow action
- Customers sign the quote in one e-signature envelope, and the finished package is saved back to the quote's opportunity
Key documents we handle for industrial equipment and machinery
These six come up on almost every machine. CloudFiles handles every other document an equipment maker keeps on an asset or work order in Salesforce too.
Quotes and spec sheets
Quote documents and the product data sheets that go with them, generated from the quote's line items and merged with the signed quote into one package.
Engineering drawings
General arrangement and installation drawings for each machine, kept in the asset's folder so the plant and the service team open the same version.
Factory and site acceptance test reports
Test records the customer signs at the factory and on site, filed with the asset as the proof of what was accepted at handover.
Service reports
Reports from each field visit, produced on the work order and stored in the machine's service history for the next technician who is sent out.
Warranty claims and failed-part evidence
Dealer claim forms, invoices and photos of failed parts, gathered on the warranty claim and kept beside the asset they concern.
Operating and maintenance manuals
Manuals for each model and configuration, shared with dealers and customer sites from the asset, with every link opening tracked by viewer.
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
CloudFiles creates a folder for each asset and work order in Salesforce just after the record is created, with every work order folder nested under its asset. A machine's photos, reports and manuals stay together, and the folder opens from the asset and work order pages. Admins set this up once with the create folder flow action in a record-triggered flow.
Yes. CloudFiles keeps service documents in the storage the manufacturer already uses, whether SharePoint, Google Drive, Azure Blob, Amazon S3 or another provider, and opens each asset's folder from its Salesforce record. Files stay where engineering and service teams keep them, and SharePoint permissions stay as the manufacturer set them.
Yes. Technicians attach photos and documents to the work order in Field Service Mobile as they already do, and CloudFiles copies each one into the machine's folder in your own storage with the copy Salesforce files flow action. The service manager opens them from the work order on desktop, filed with the machine's history.
CloudFiles shares manuals, drawings and service bulletins with dealers through your Experience Cloud partner portal, where each dealer sees the folders shared with them. Customers outside the portal get a secure link that can require email verification or a set domain, and each view is recorded on the Salesforce record. Admins automate portal access with the share with community user flow action.
CloudFiles automates warranty claim review in Salesforce as soon as a dealer submits a claim. It recognizes the claim form, invoices and service report, compares them with the asset's serial number and warranty coverage, and waits for a warranty administrator to approve before any claim item is written. Every run is audited step by step.
Yes. CloudFiles runs service paperwork in Salesforce from arrival to record update. It identifies what each incoming document is, splits a combined PDF into its documents, matches each to the right case, asset or warranty claim, applies the manufacturer's own rules to decide the next step, and writes the result. Runs the team wants checked pause for a person to approve first.
CloudFiles generates the quote PDF from the quote record and its quote line items, then merges it with the PDF spec sheet and drawing for every product into a single PDF. The sheets can come from Salesforce files or from the storage where the engineering team keeps them, so the customer receives one complete document set. The merge documents (sync) flow action joins the files.
Yes. CloudFiles generates service contracts and warranty certificates from your own templates, filled with the asset, its account and its warranty terms. A service manager produces one with a click on the asset, or a flow creates one for every newly installed asset, and each document is saved to the asset's folder.
Yes. CloudFiles runs on the asset, asset warranty, warranty claim, work order and service appointment objects that Manufacturing Cloud and Field Service use. It is a managed package on AppExchange that works on every standard and custom object, so manufacturers add document steps to their existing record-triggered and screen flows, and each machine's files open on its record page.
Book your personalized demo
Bring a warranty claim, a service report or a quote package, and watch CloudFiles file, check and send it in your Salesforce org.