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How to Add a Streamline Workflow Button and Track Session Status in Salesforce

Ron S.
Updated

This feature lets Salesforce users place a custom button on Lightning record pages that launches a Streamline workflow for the current record through an incoming webhook. You can optionally secure that launch with HMAC so Streamforce signs the request for you, and you can pass the logged-in Salesforce user's information into the session without a second Streamline sign-in. When the Streamline Project Lightning component is on the page, it also shows real-time session status for workflows with collaboration and signature steps.

Availability: This feature is available 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
  • Trigger workflows from an Opportunity, Account, Case, or other record with a single click
  • Secure Salesforce-launched sessions with HMAC without writing custom Apex signing code
  • Include the logged-in Salesforce user's identity in the launch payload for prefill and initiator tracking
  • Track workflow status directly on the Salesforce record page
  • Write session metadata to Salesforce fields for automation and reporting

Key Capabilities

Launch Streamline Workflow from a Lightning record page: Place a Streamline workflow launch button on object record pages using the Streamline Project Lightning Web Component (LWC).

Secure launches with HMAC: Choose Secure with HMAC signature when creating a workflow trigger. Users who are already authenticated in Salesforce can securely start a Streamline session from that context without signing in to Streamline again.

Pass Salesforce user and record context: Launch payloads include logged-in user metadata by default (email, first name, last name, username, and Salesforce user ID), plus record fields from the selected object for prefill and tracking.

Session status on the page: The same LWC shows a session status table for collaboration, signature, and other user-interactive steps.

Write session metadata to Salesforce: Optionally write session and assignee data to Salesforce objects for reporting and automation.

Step-by-Step Guide

1. Prerequisites

Before you begin, make sure you have:

  • The Streamline for Salesforce managed package installed and connected
  • A valid Streamline account
  • The Streamline Admin permission set assigned

For connection setup help, see Connect Salesforce Users to Streamline.

2. Access the Streamline App in Salesforce

  1. Open the Streamline app inside Salesforce from the App Launcher.
  2. You land on the Workflow triggers list view by default. If no workflow triggers exist yet, the table is empty.
  3. The list includes an Authentication column so you can see whether each trigger uses HMAC or None (Public).

Workflow triggers list with Authentication column showing HMAC and None (Public)

3. Create a New Workflow Trigger

  1. Click + New workflow trigger.
  2. Choose one of the following:
    • Create a new project - Set up a fresh Streamline workflow. Give it a clear name (for example, "Patient Intake Form - Oncology"). Streamline creates the project when you confirm.
    • Use an existing project - Select a Streamline project you already have.

4. Configure Workflow Trigger Details and Authentication

On the Configure workflow trigger step:

  1. Enter a Label (for example, "Start Intake Workflow").
  2. Optionally add a Description.
  3. Under Authentication, decide how the launch is secured:
    • Leave Secure with HMAC signature unchecked to keep None (Public) authentication (unsigned webhook starts).
    • Check Secure with HMAC signature to require a signed launch.
  4. If you enable HMAC and no credentials exist yet, a banner appears with a Go to Integrations link. Follow Create an HMAC credential in Streamline below, then return here and click Refresh.
  5. When credentials are available, select the credential from the Credentials dropdown. Streamforce retrieves and stores the secret for signing; you do not need to copy the HMAC secret key into Salesforce.
  6. Select the Salesforce Object where the button will appear (for example, Account, Opportunity, or Case).
  7. Choose a Test record to simulate the launch and finalize webhook field mapping.
  8. Write session statuses back to Streamline Session Status object is enabled by default. Uncheck it only if you do not want session metadata written to Salesforce.

Note: Test data is stored in Streamline. Use a test record. Do not use production data for the test send.

Important: After any change to the Streamline project or webhook step, publish the project. Workflow triggers call the published version. Saving a draft is not enough.

Configure workflow trigger with Secure with HMAC signature enabled

Create an HMAC credential in Streamline

Use this when the credentials banner says no active credentials are stored.

  1. From the banner, click Go to Integrations (opens Streamline Integrations).
  2. In the Connect to Webhook dialog:
    • Enter a Connection name (for example, "HMAC Salesforce launches").
    • Select Incoming.
    • Click Create.
  3. Streamline generates an HMAC secret key. You do not need to copy it for Streamforce launches; Salesforce retrieves the secret when you finish creating the workflow trigger.
  4. Click Done.
  5. Return to the Salesforce Configure workflow trigger modal and click Refresh.
  6. Select the new credential from the Credentials dropdown.

5. Automatic Project Setup

When you create the workflow trigger:

  • If the selected project already has an incoming webhook step, Streamforce configures it for you.
  • If not, Streamforce adds an incoming webhook step automatically so the trigger works right away.
  • When HMAC is selected, the Streamline webhook step is set to HMAC with the chosen credential.

6. Follow Post-Creation Prompts

After the trigger is created, the success dialog guides you to:

  1. Publish your Streamline project so the webhook and field mappings are on the live version.
  2. Review the incoming webhook step and confirm the fields you need (including current-user metadata).
  3. Add the workflow trigger in Salesforce by placing the Streamline Project LWC on the Lightning page layout.

7. Use Current User Context in the Workflow

Streamforce passes the logged-in Salesforce user in the webhook metadata by default for workflow triggers. Fields available for mapping include:

  • Email
  • First name
  • Last name
  • Username
  • Salesforce user ID

To use them in a form or later steps:

  1. Open the Streamline project and publish after the webhook step is created.
  2. In the form (or other step), map fields from the incoming webhook payload / metadata for the current user attributes you need.
  3. Optionally map record fields from the Salesforce object (for example, Account Name).
  4. Publish the project again before testing from Salesforce.

Form Data panel showing Current User Email, First Name, Last Name, Username, and ID from the incoming webhook

8. Add the Workflow Trigger and Session Status Table to a Page Layout

After creating the workflow trigger, add the Streamline Project Lightning Web Component to the record page. The component provides:

  1. The workflow trigger button - launches your configured Streamline workflow
  2. The session status table - shows progress for user-interactive steps such as collaboration and signature

To add the LWC:

  1. Open a record for the object you chose.
  2. Click the gear icon → Edit Page.
  3. Drag Streamline Project (under custom / customer-managed components) onto the layout.
  4. Select your workflow trigger from the configuration dropdown.
  5. Save and Activate the layout.

9. Enable Session Status Writeback (Required for Status Visibility)

If you want session statuses written to Salesforce and shown in the LWC status table:

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

Important: If this setting is not enabled, session statuses are not written to Salesforce and do not appear in the LWC status table. You can enable it at create time or later by editing the trigger.

Only sessions created after enabling this setting appear in the status table. Existing sessions are not backfilled.

10. Use the Workflow Button and Monitor Session Status

Once the button is on the page and status writeback is enabled:

  • Users click the button on any record for that object.
  • The session status appears in the table below the button after the session is created.
  • Expanding a row shows session history, steps, participant details for the current step when applicable, and timestamps.
  • Users can refresh the table, sort by column headers, and hide or show the table with the eye icon.

11. How Session Data Is Written to Salesforce

When writeback is enabled, Streamline writes to:

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

Update timing:

  • Automated batch job - hourly by default; processes records in groups of 10. Adjust in Salesforce Setup under Scheduled Jobs.
  • Page load / refresh - when the record page loads or refreshes, new status retrieved for the LWC is also written to Salesforce.

To change the batch schedule:

  1. In Setup, search for Scheduled Jobs.
  2. Locate the Streamline Session Status batch job.
  3. Click Edit, adjust the frequency, and save.

Note: More frequent updates give fresher reporting data and use more API calls. Balance frequency against your org's API limits.

Available session metadata fields

Streamline Session Statuses include Current Step Name, Session Status, Step Start Time, Step Completed Time, Due Date, Assignee Name, Assignee Email, and Owner.

Workflow Assignees include Assignee Name, Email, Session Status lookup, Step Related To, Is Operator, Start Date, End Date, Due Date, and Phone Number.

Viewing records and reporting

  • From the workflow trigger record → Related → Streamline Session Statuses.
  • From a Session Status record → Related → Workflow Assignees.

Use these objects for reports, dashboards, and automations. Salesforce does not support a polymorphic lookup from Session Status to every triggering object, so connect through the Workflow Trigger record or a custom junction object when you need record-level reporting.

For automation patterns, see:

Feature Considerations

Authentication and HMAC

  • Authentication is chosen when you create the workflow trigger. Changing authentication on an existing trigger is not supported yet; create a new HMAC trigger if you need to move from None (Public) to HMAC; however, please keep in mind that existing workflow session status will be removed.
  • Installing an updated managed package does not automatically convert existing None (Public) triggers to HMAC.
  • If you rotate the HMAC secret in Streamline, Salesforce may still hold the previous secret until you recreate or reprovision the trigger.
  • When HMAC is enabled on the Streamline webhook step, direct link and QR code starts for that workflow are disabled. Sessions must start through the signed webhook path (including Streamforce launches).
  • HMAC does not replace Salesforce page, object, Flow, or Apex permissions.
  • Salesforce Digital Experience Cloud / Experience Cloud launch is not supported for this secure path.

Workflow trigger functionality

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

Session status visibility

  • The status table shows sessions triggered by that button. Sessions started only in Streamline do not appear.
  • Each LWC instance displays sessions from one button / project.

Session status update timing

  • LWC status is current on page load or refresh.
  • Salesforce object writeback follows the scheduled batch (hourly by default) plus writes on page load/refresh when the LWC fetches new data.

Requirements

  • Streamline for Salesforce installed and connected
  • Proper permission sets (Streamline Admin to configure; Streamline User to view statuses)

Troubleshooting

Issue: Session status table is empty after triggering a workflow

  • Verify Write session statuses back to Streamline Session Status object is enabled on the workflow trigger.
  • Refresh the Salesforce page.
  • Confirm the workflow has at least one user-interactive step (collaboration, signature, and similar).
  • Ensure the session was started from the Salesforce button, not only from Streamline.
  • Confirm the setting was enabled before the session was created (older sessions are not backfilled).

Issue: Launch fails with a webhook / authentication out-of-sync error

Example message: the trigger's webhook settings may be out of sync between Salesforce and Streamline, and an admin should check configuration on both sides.

  • Confirm the Streamforce trigger Authentication column shows HMAC if the Streamline webhook step requires HMAC.
  • Confirm the Streamline webhook step authentication and credential match the Salesforce trigger.
  • Do not leave HMAC enabled only on the Streamline step while the Salesforce trigger remains None (Public) (or the reverse).
  • Ask a Streamline for Salesforce administrator to open the trigger, review credentials, and recreate the trigger with matching HMAC settings if needed.

Issue: Launch fails after changing the Streamline project, or the webhook step seems missing

  • Publish the Streamline project. Triggers use the published version; a saved draft is not enough.
  • Open the incoming webhook step and confirm it still exists on the published version.
  • Re-test from Salesforce after publishing.

Issue: HMAC credentials banner will not clear

  • Finish creating the incoming webhook connection in Streamline Integrations.
  • Return to the Configure workflow trigger modal and click Refresh.
  • Confirm you are connected to the same Streamline account used by the Salesforce org.

Issue: Current user fields are empty in the form

  • Confirm the fields are mapped from the incoming webhook payload / current-user metadata in Streamline.
  • Publish the project, then launch again from Salesforce.
  • Confirm the session was started from the Salesforce workflow trigger (not a path that does not send user metadata).

Issue: Existing trigger still shows None (Public) after a package upgrade

  • Expected. Existing triggers are not auto-migrated to HMAC. Create a new workflow trigger with Secure with HMAC signature enabled.

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