The brokers were generating Confidentiality Agreements manually – they had to check first if the requesting party is in Salesforce or not and create a record if not, and only then generate a Confidentiality Agreement. The whole process was taking about 5 minutes per requesting party
Business Impact
Third-party document generation app was too expensive
Manual process meant brokers spent time generating agreements instead of making calls
Emails from requesting parties sometimes went to spam, leading to lost opportunities
Difficulty finding records in Salesforce led to duplicate Contacts for the same requesting party
Constraints
3. The Solution
Approach
A free document generation app was proposed. Initial tests proved that the free document generation app can replace the current document generation app
Scripts were developed to allow the web forms to send data to N8N
Tools & Platforms Used
N8N
Free document generation app
Salesforce
Architecture Summary
Website form sends data to N8N
N8N checks if the requesting party already exists in Salesforce. If it is then that record is used, but if not then an Account and a Contact record are created
A Marketing record gets created for that Listing and the requesting party
A Confidentiality Agreement gets generated for the requesting party for the specific Listing and gets delivered to the requesting party
Key Technical Decisions
Sometimes Salesforce might fail to deliver a Confidentiality Agreement. A retry mechanism is implemented in Salesforce to allow the brokers to resend the document to a requesting party
Upon submission the form notifies the requesting party to contact the brokerage in case the Confidentiality Agreement is not delivered within 5 minutes
If the requesting party is related to more than one Company the requesting party’s Contact record gets connected to all its Companies without creating a duplicate record
4. Results
Quantified Outcomes
5 minutes per Confidentiality Agreement are saved
Saved around 4000 USD/year by using a free document generation app
5. Why It Matters
This pattern – check-or-create in Salesforce, then auto-generate and deliver a document – can be applied to any document-heavy process in real estate brokerages, such as disclosure forms or signing agreements
