--- schema_version: "1" id: 587a47037e2a5379488d154d49a72ce6eda2299e1410efedca4d717da62679fc title: Create a Personalized Document for Approval in Salesforce Spiff collection: admin version: current locale: en-us portal_url: https://docs.salesforce.com/admin/current/en-us/sales/264-0-0/spiff_documents_create.md canonical_url: https://help.salesforce.com/s/articleView?id=sales.spiff_documents_create.htm&release=264.0.0&type=5 source_site: help.salesforce.com content_type: documentation content_hash: 689e9c052503cf723b690a35005fac795200dadb13769acc2290b84966df4372 description: Personalize documents and send them for approval. For example, include quotas, on-target earnings, dates, names, and IDs when you specify merge fields that contain unique values. products: - Sales Cloud - Sales Enablement release: "264" --- # Create a Personalized Document for Approval in Salesforce Spiff Personalize documents and send them for approval. For example, include quotas, on-target earnings, dates, names, and IDs when you specify merge fields that contain unique values. ### Required Editions
Available in: both Salesforce Classic (not available in all orgs) and Lightning Experience
Available in: Enterprise, Unlimited, and Developer Editions
Available for an additional cost in: Professional Edition with Web Services API Enabled
User Permissions Needed
To create a personalized document for approval:

A Spiff user role with these permissions turned on.

  • Documents: Manage
  • Document Templates: Edit
  • Document Approval Requests: Manage
![Tip](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sales-sales_performance_management-264-0-0-production-enus/b1f2feb4-26b8-444f-97f7-be2349869d93/images/icon_tip.png) Tip To send a document that doesn't require approval, create an approval route with a single admin approver. After that admin approves, send the document to other users. ## Upload Merge Fields and Values To personalize a document with details that are specific to each user, specify which fields and values you want to make available for use in documents. Download a template merge fields definition file, and then upload the file with your modifications added. This procedure covers the spreadsheet upload approach for merge fields. If the data you need is available in Spiff or in a connected external system, you can use dynamic merge fields instead. See [Add Dynamic Merge Fields to a Document Template](https://help.salesforce.com/s/articleView?id=sales.spiff_add_dynamic_merge_fields.htm&release=264.0.0&type=5 "Insert live Spiff data into your compensation plan document templates. Dynamic merge fields pull values directly from Spiff—such as a rep's team name, plan assignments, or quotas—or to data synced in from external systems like Salesforce or Workday. Spiff quota tables and fields that are mapped to the user object are available as dynamic merge fields. Spiff populates these fields when you send or preview a document."). 1. On the Documents page, click the **Merge Fields** tab. 2. Click **Upload merge fields**. 3. Click **Download merge fields template**. 4. Open the downloaded template. The file includes columns for three fields by default: external\_id, User\_Name, and Assigned\_Plans. 5. Add merge fields to the template. You can change the order of columns and rows, but don't modify or delete the default external\_id and User\_Name columns. You can have up to 200 merge fields. 1. To add a merge field, enter the field name in the header row of a new column. For example, to add a Quota merge field, enter Quota in the header row of a new column. 2. Add field values for each record in the column. These values appear in each user's personalized document. You can use Microsoft Excel formulas in cells so that the final document shows the result. For example, if the function `=SUM(D2:D25)` results in $100, the document shows $100. 3. Save your changes. 6. To upload the modified template, click **Browse your computer** and select the template you edited. Later, you can click the three dots next to the merge fields file and download it again or replace it with a new file. ## Create a Document Template Set up a document template and add the merge fields that you specified. 1. On the Documents page, click **New Template**. 2. Enter a name for the template. 3. Add the body text, add images, insert a table, and apply formatting. 4. To insert a merge field, place your cursor in the document where you want the field to appear, and then select from the Uploaded Merge Fields list or Dynamic Merge Fields list in the right panel. 5. Save the template as a draft. 6. To preview the document for different users, click the Preview icon on the document toolbar and select a user. 7. Click **Publish Template**. After you publish the template, you can't edit it. To modify a published template, duplicate it instead. ## Send the Template for Approval Select an approval route and the users to send the document template to. 1. On the Documents page, click the **Templates** tab, and select the template. 2. Click the Send icon. 3. Select an approval route or click **New Approval Route**. To see more details about an existing route, click the arrow icon on the route. 4. Select the active Spiff users that you want to approve the document. You can search for users by name or filter the list of users by plan or team. To approve a document, a user requires one of these privileges. You can't send documents to external users. - The Company Admin default role - The Finance default role - A custom role with Documents: View and Document Approval Requests: Manage permissions - An active team lead assignment for the user who requests the approval 5. Click **Send Documents**. After you send the document, track the approval process from the Approval Requests tab. Only users who have logged in to Spiff at least once can receive approval notifications. Users who receive a document can sign and approve it by entering their name, which becomes an electronic signature (e-signature). #### See Also - [User Roles and Permissions in Salesforce Spiff](https://help.salesforce.com/s/articleView?id=sales.spiff_users_roles_and_permissions.htm&release=264.0.0&type=5 "Give users the appropriate level of access so they can be successful in Salesforce Spiff, and enforce the principle of least privilege. Assign a default role to each user, or create custom roles with access to specific Spiff functionality.") - [Team Management in Salesforce Spiff](https://help.salesforce.com/s/articleView?id=sales.spiff_teams_management.htm&release=264.0.0&type=5 "Teams are an important component of commission plans. Sometimes team members receive commissions based on the entire team's performance, and managers receive commissions based on a team's performance, or even multiple teams. You can assign members to a team for a limited period by defining the start and end dates for the assignment. Teams can also be assigned team leads who can view the team members’ statements. When creating a variable for multiple plans, you can use custom fields in numerous plans and customize the value uniquely for each team.")