This feature allows Salesforce users to create custom buttons directly inside Salesforce Lightning record pages. These buttons launch a specific Streamline workflow (or "project") for the record they're placed on using an incoming webhook. Additionally, when the button component is added to a page, it automatically displays real-time session status tracking for workflows with collaboration and signature steps. This means Salesforce users (like Sales, Legal, HR, or Clinical staff) can trigger document workflows and monitor their progress without leaving Salesforce. 

Availability: This feature is available only to customers who have purchased the Intellistack Streamline Salesforce module.

Why it’s helpful

This feature helps you:

• Avoid friction from switching between Salesforce and Streamline
• Encourage adoption by keeping everything inside Salesforce
• Provide a "native" way to initiate workflows directly from Salesforce records
• Trigger workflows from an opportunity or other record with a single click
• Track workflow status directly on the Salesforce record page
• Write session metadata to Salesforce fields for automation and reporting

Step-by-Step Guide: How to Use the Feature

1. Prerequisites

Before you begin, make sure you have:

• The Streamline for Salesforce Managed App is installed and connected
• A valid Streamline account
• The Streamline Admin permission set is assigned

(For setup help, see the Streamline for Salesforce User Authentication article )

2. Access the Streamline App in Salesforce

• Open the Streamline App inside Salesforce.
• You’ll land on the Workflow triggers list view by default. (If no workflow triggers exist yet, the table will be empty.)

 3. Create a New Workflow Trigger

Click + New workflow triggers to get started. You’ll have two choices:

• Create a new project – Set up a fresh workflow by selecting Create New Project. Give it a clear name (e.g., “Patient Intake Form – Oncology”). Streamline automatically creates the project as soon as you confirm.

• Use an existing project – If you already have a Streamline project, select Use Existing Project and choose it from your list.

 This flexibility lets you either launch something new or connect to what you already have.

4. Configure Workflow Trigger Details

When creating your workflow triggers:

• Enter a label (e.g., “Start Intake Workflow”).
• Select the Salesforce object where it will appear (e.g., Account, Opportunity, Case).
• Choose a test record to simulate the launch and finalize webhook mapping.
• Write session status to Salesforce – By default, this option is enabled, which writes session metadata to Salesforce fields you configure. If you don't want session data written to Salesforce, you can manually uncheck this option.

Note: Test data will be stored in Streamline. We highly recommend using test data and advise against using actual production records.

5. Automatic Project Setup

When you create the Workflow Trigger:

• If the selected project already has a webhook step, Streamline will configure it for you.
• If not, Streamline will add an incoming webhook step automatically so your Workflow Trigger works right away

6. Follow Post-Creation Prompts

After creating the workflow trigger, you’ll be guided to:

• Review the linked Streamline project if you created a new one
• Adjust or confirm the webhook configuration
• Add the workflow trigger to the Salesforce record page layout

7. Add the Workflow Trigger and Session status table to a Page Layout (Using LWC)

After creating the workflow trigger in the previous steps, you need to add it to a Salesforce record page layout by adding the Streamline Project Lightning Web Component (LWC) to make it visible and functional for users. Important: When you place this component on a page, it automatically provides two integrated features:

1. The workflow trigger button – Launches your configured Streamline workflow
2. The session status table – Displays real-time progress for user interactive workflow steps (such as collaboration and signature collection)

To add the LWC:

1. Open a record for the object you chose (e.g., if you want to add to the  Opportunity object record page, open up an opportunity).
2. Click the gear icon → Edit Page.

3. Drag and drop the Streamline Project component (listed under customer-managed) onto your layout.

4. Select your new workflow trigger from the configuration dropdown.
5. Save and activate the layout.

8. Using the Workflow Button and Monitoring Session Status

Enabling Session Status Writeback (Required for Status Visibility) 

If you want session statuses to be written to Salesforce and displayed in the LWC status table, you'll need to enable status writeback for each workflow trigger: 

To enable status writeback: 

1. From the App Launcher in Salesforce, select Streamline for Salesforce 
2. Navigate to the Workflow Triggers tab 
3. Click on the workflow trigger you want to configure 
4. Click Edit 
5. Enable the "Write session statuses back to Streamline Session Status object" checkbox
6. Click Save 

Important: If this setting is not enabled, session statuses will not be written to Salesforce and therefore will not be visible in the LWC status table. This setting can be enabled when you first create the workflow trigger or added later by editing an existing trigger. 

Note: Only sessions created after enabling this setting will appear in the status table and have metadata written to Salesforce. Pre-existing sessions will not be backfilled. 

Using the Workflow Button and Monitoring Session Status 

Once your button is placed and status writeback is enabled:

• Users can click it on any record for the object.
• The session status will automatically appear in the status table below the button after the session is created
• The status table shows the current workflow step and progress for all sessions triggered from this button

Understanding Session Status Visibility

The status table displays workflow steps, providing visibility into workflow progress from start to finish.

When users click to expand a row, they can see:

• Complete session history
• All workflow steps (completed and current)
• Participant details of the current step (if applicable)
• Step timestamps

Status Table Features

Users can:

• Manually refresh the status table to get the latest information from Streamline
• Sort sessions by clicking column headers
• Hide/show the table using the eye icon if they don't need status visibility
• View responsive columns – on smaller screens, only Name and Status columns display; additional columns adjust based on available width

How Session Data is Written to Salesforce

When you enable the "Write session status to Salesforce" option (enabled by default), Streamline automatically captures session metadata and writes it to two related Salesforce objects:

1. Streamline Session Statuses – Stores overall session information and current step details
2. Workflow Assignees – Stores assignee information for each workflow step

Update Timing and Mechanisms

Session data is written to Salesforce in two ways:

• Automated batch job – By default, runs hourly to sync all active session data from Streamline to Salesforce. The batch processes records in groups of 10 to stay within Salesforce API limits. You can adjust this frequency in Salesforce Setup under Scheduled Jobs.
• Page load/refresh – When you load or refresh a Salesforce record page, any new status information retrieved to update the Lightning Web Component is also written to Salesforce at that time

To modify the batch job schedule: 

1. From Salesforce Setup, enter "Scheduled Jobs" in the Quick Find box 
2. Locate the Streamline Session Status batch job
3. Click Edit next to the scheduled job
4. Adjust the frequency according to your requirements
5. Save your changes 

Note: More frequent updates will provide more current data for reporting and automations, but will consume more API calls. Consider your organization's API limit allocation when setting the frequency.

Understanding the Data Structure

Streamline Session Statuses Object:

• Each workflow session creates one Session Status record
• The record is identified by its Session ID
• As the workflow progresses through steps, the same record is updated with new information
• Field History Tracking is enabled on this object; you can view all status changes in the record's History related list

Workflow Assignees Object:

• Each workflow step creates a new Workflow Assignees record
• A new record is created for each step, even if the same person is assigned to multiple steps
• This provides a complete history of who was assigned to each step throughout the workflow

Accessing Session Status and Workflow Assignee Records in Salesforce

Session metadata is stored in Salesforce objects that you can access to view detailed information, create reports, or build automations.

To view Session Status records:

1. From the workflow trigger list view, click the hyperlink of your workflow trigger label
2. This opens the workflow trigger record detail page
3. Click the Related tab
4. Look for the Streamline Session Statuses related list
5. Here you'll see all session status records associated with this workflow trigger

To view Workflow Assignee records:

1. From the Session Status record (accessed using the steps above), click on a Session ID hyperlink
2. This opens the individual session status record
3. Click the Related tab
4. Look for the Workflow Assignees related list
5. Here you'll see all assignee records for each step in that workflow session

Available Session Metadata Fields:

Streamline Session Statuses fields include:

• Current Step Name – The name of the active workflow step
• Session Status – Overall session state (Draft, In Progress, Completed, etc.)
• Step Start Time – When the current step began
• Step Completed Time – When the current step was completed
• Due Date – Due date for the current step
• Assignee Name – Full name of the person assigned to the current step
• Assignee Email – Email address of the assignee
• Owner – The workflow owner or initiator

Workflow Assignees fields include:

• Assignee Name – Full name of the person assigned to the step
• Email – Email address of the assignee
• Session Status – Lookup relationship to the Streamline Session Status record
• Step Related To – The workflow step this assignment relates to
• Is Operator – Indicates if this assignee is an operator
• Start Date – When the step assignment began
• End Date – When the step was completed
• Due Date – Due date for the step
• Phone Number – Contact phone number for the assignee

Using the Streamline Session Statuses Object:

The Streamline Session Statuses and Workflow Assignees objects can be used for:

• Building custom reports on workflow progress
• Creating dashboards to track session metrics 
• Triggering automations based on session data changes 

Note: Since Salesforce does not support lookup fields that reference multiple object types, there is no direct lookup from Session Status records to your triggering Salesforce records (like Accounts or Cases). To create reports that connect session data to your business records, you may need to:

• Create custom junction objects with lookup fields to both the Session Status and your triggering object 
• Use the Workflow Trigger record as an intermediate connection point

Tip: Enable Field History Tracking on the Streamline Session Statuses object to maintain a complete audit trail of all status changes. This history appears in the record's History-related list and can be valuable for compliance and process improvement.

For detailed guidance on building automations:

• Automating Streamline Workflows Using Salesforce Flow
• Automating Streamline Workflows Using Apex

Current Limitations

Workflow Trigger Functionality:

• Only one button per Lightning Web Component can be added with built-in tools (advanced users can customize).
• Editing is limited to the label and description. To change its project or object, delete and recreate the button.
• There's no auto-detection if a button is already placed on a page layout.
• Multi-record workflows are not supported.

Session Status Visibility:

• Session status visibility is limited to sessions triggered by the specific button. Sessions created directly in Streamline won't appear
• Each Lightning Web Component displays sessions from only one button/Project

Session Status Update Timing:

• Status in the LWC (Lightning Web Component) – Displays real-time status when the page is loaded or refreshed. Each time you refresh the Salesforce record page, the LWC fetches and displays the most current session status from Streamline.
• Status written to Salesforce fields – Session metadata written to the Streamline Session Statuses object and Workflow Assignees object is updated through an automated batch job (hourly by default, but adjustable in Salesforce Setup). The batch processes records in groups of 10 to avoid exceeding API limits. When you load or refresh a record page, any new status information retrieved by the LWC is also written to the Salesforce objects at that time. 
• Important: By default, the batch job runs hourly, which means reporting and dashboards based on session metadata may have up to an hour of lag. Customers can adjust the frequency in Salesforce Setup under Scheduled Jobs to meet their reporting needs.

Requirements:

• Streamline for Salesforce is installed
• Connected Streamline account
• Proper permissions (Streamline User permission set for viewing CLM statuses)

Reporting Limitations:

No direct lookup field exists from Session Status records to the triggering Salesforce record (such as an Account or Case). Salesforce does not support lookup fields that reference multiple object types.

To connect session data to business records for reporting, users must navigate through the Workflow Trigger record or create custom junction/lookup fields.

Users can also customize the Session Status and Workflow Assignees objects to add fields needed for their reporting requirements.

Troubleshooting

Issue: Session status table is empty after triggering workflow

Solution:

• Verify "Write session statuses back to Streamline Session Status object" is enabled on the workflow trigger (this is the most common cause)
• Refresh the page to load session data
• Check that the workflow has at least one user-interactive step (collaboration, signature, etc.)
• Ensure the session was triggered from the Salesforce button (not directly from Streamline)
• Confirm the workflow trigger was created or updated with this setting enabled after the version 1.0.0 upgrade