Automatic Form Token Generation using Flow (Admin-Oriented)

Overview

Salesforce Admins can streamline their SharinPix Form workflows by automatically generating secure SharinPix Form Tokens directly from Flows. Once the token is generated, it can be used to dynamically build a URL that opens the SharinPix Form for users to fill out. This is especially useful in Field Service scenarios, where the link can launch the SharinPix mobile app directly.

SharinPix provides two Apex invocable methods for generating these tokens:

• GenerateFormTokenAutomation – Ideal for generating a token for a specific SharinPix Form Template.

• TokenGeneration – A more generic**** method that allows generating tokens for multiple differentSharinPix Form Templates using a single action.

This documentation explains both methods and how to configure your Flow accordingly. It covers the following:

1. GenerateFormTokenAutomation's Input Parameters

2. Flow Configuration Guide

   • Step 1: Prepare Custom Field To Store Token

   • Step 2: Configure a Record-Triggered Flow

   • Step 3: Add the Action to Generate the Form Token

   • Step 4: Add Update Element

   • Step 5: Save and Activate the Flow

   • Step 6: Find the SharinPix Token

3. Form Token Use Case Example: Using a Field Service App Extension to Open a SharinPix Form

Prerequisites

Before configuring this automation, ensure the following:

• You have the latest SharinPix Package installed. This feature requires version 1.346 or higher. You can follow this guide to upgrade your SharinPix Managed Package to the newest version.

• Users must have the SharinPix Forms Admin or SharinPix Forms User permission set assigned. For more information on these two permission sets, check SharinPix Permission Sets.

• A form template has been created using the SharinPix Form Template Editor.

Input Parameters

GenerateFormTokenAutomation

Below are the inputs required when using the GenerateFormTokenAutomation invocable method in a Salesforce Flow. These parameters must be provided to successfully generate a SharinPix Form token.

Parameter	Description
recordId	The Salesforce Record ID (e.g. Work Order ID) to which the form token will be associated. (Required)
formTemplateId	The ID or Name of the SharinPix Form Template for which you want to generate the token. (Required)
nameFieldApiName	API name of a field on the record (e.g. WorkOrderNumber) to be used as the job name in the SharinPix Form.
expiry	Number of days after which the token will expire.

TokenAutomation

Parameter	Description
recordId	The Salesforce Record ID (e.g. Work Order ID) to which the form token will be associated. (Required)
fieldname	API name(s) of field(s) to store the token. If more than one field then should separate using (;) (Required)
name	Name of the current record.
numberOfHours	Number of hours after which the token will expire.
permissionId	ID or Name of the SharinPix Permission object to be used for opening the SharinPix Mobile App. ( in form context, we don't need this)

Flow Configuration Guide

The following flow setup uses a Record-Triggered Flow to automatically generate a SharinPix Form Token when a Work Order is created or updated.

Step 1: Prepare Custom Field To Store Token

A field is needed on the Work Order object to store the generated token. To do so, create a Text Area (Long) field to store the entire token.

1. Go to Setup > Object Manager > Work Order.

2. Click on Fields & Relationships > New.

3. Select Text Area (Long) as the field type.

4. Name the field (e.g., Form Token) and set the length to the maximum value (131,072 characters).

5. Save the field.

This field will store the full token returned by the flow.

Step 2: Configure a Record-Triggered Flow

1. Go to Setup > Flows > Click **New Flow **

2. Choose Start From Scratch and click Next

3. Choose Record-Triggered Flow and click Create

4. Set the following values:

Setting	Value
Object	Work Order
Trigger	A record is created or updated
Set Entry Conditions	None
Optimize the Flow for	Actions and Related Records

Step 3: Add the Action to Generate the Form Token

GenerateFormTokenAutomation

1. Add an Action element

2. Search for Sharinpix__GenerateFormTokenAutomation

3. On the Action _ _ modal for Sharinpix__GenerateFormTokenAutomation, populate the fields as indicated below:

Field	Example Value
Form Template ID	Fire Safety Inspection
Record ID	Triggering WorkOrder > Work Order ID
Expiry in Days	10
Name Field API Name	WorkOrderNumber

Warning:

• If the expiry value is not specified, the token will default to 30 days. If the token should not expire, the expiry value should be set to zero (0). This field only accepts whole numbers; decimal values are not supported and will result in an error.

• Ensure the specified template exists in your Salesforce org and that you have entered the correct name or ID.

TokenAutomation

1. Add an Action element

2. Search for Sharinpix__TokenGeneration

3. On the Action _ _ modal for Sharinpix__TokenGeneration, populate the fields as indicated below:

Field	Example Value
Field API Name(s)	FormToken__c
Record NameRecord ID	Triggering WorkOrder > Work Order ID
Record Name	job name for the form
Hours Before Token Expires	10
Custom Permission ID or Name	Does not apply for SharinPix Form

Step 4: Add Update Element

This step is used to store the token generated by the Apex action into the custom field FormToken__c you created on the Work Order.

1. Add an Update element

2. Select Use the Work Order record that triggered the flow

3. Do not add any filter conditions.

4. In the Set Field Values for the Work Order Record section, populate it as indicated below:

Field	Value
FormToken__c	Outputs from sharinpix__GenerateFormTokenAutomation.token

Step 5: Save and Activate the Flow

Save the Flow and click Activate.

Step 6: Find the SharinPix Token

To test the flow, create or update a Work Order record.

After the flow runs, the generated SharinPix Form Token will be stored in the FormToken__c field of the Work Order. You can view it directly from the record detail page to confirm that the token was generated successfully.

Form Token Use Case Example: Using a Field Service App Extension to Open a SharinPix Form

You can set up a Field Service App Extension to launch the forms from the Field Service mobile app and directly access them in the SharinPix Mobile App by embedding the form token in a SharinPix deeplink or URL.

The format for deeplinks to open a form in the SharinPix app is as follows:

sharinpix://form?token=_**< sharinpix-token>**_&host=app.sharinpix.com

The format for universal links (URL) to open a form in the SharinPix app is as follows:

https://app.sharinpix.com/native_app/form?token=_**< sharinpix-token>**_&host=app.sharinpix.com

• The section, _**< sharinpix-token>**_ , in the above deeplink and universal link formats, should be replaced by the form token.

• For more information on how to configure Field Service App Extensions with SharinPix deeplinks/URLs, please refer to this documentation: Integration of SharinPix App with SFS (FSL) App using App Extension