Once a task has been completed, a link to the final version of the document(s) should be saved in the corresponding Salesforce task record. This will enable users to access the specific content associated with the task that was sent to the donor or prospect. For example, once a proposal or solicitation letter is completed, a link to the final PDF version of the final, signed version of the document should be saved in the activity record.

To save a link to the final version of deliverable to a to a Salesforce task record:

1. Open the opportunity record that the task is related to.
2. Save the final, sent version of the document as delivered to the donor or prospect to the box folder on the opportunity (See Save and manage documents or files in the Box folder on a Salesforce record.)  Observe the following guidelines:
   • The final version should be saved as a PDF, as this format can easily be edited in the future.
   • If the deliverable has a signature, you should scan the final, signed version.
   • If the task consists of multiple documents, such as a proposal with multiple attachments, create a single folder with “Final version” in the name to contain the final versions of each document that was sent to the donor/prospect.
3. Within the opportunity Box folder, select the file or folder saved in the previous step and press the Share button.
   • If the item is a single file, select Copy next to the shared link.
   • If the item is a folder, choose Get Shared Link to open the shared link dialog. Press Copy next to the shared link.
4. Open the task record in Salesforce corresponding to the document.

Note: If the task or meeting record does not yet exist in Salesforce, you must first create it. See Create a task record in Salesforce.

5. Double click on the Final Version field to edit it.
6. Paste the link the file/folder coped in step 3.
7. Press Save