Project Name
Manual Email-Based Dealer Onboarding Replaced With a Multi-Country, 8-Language Salesforce Portal Across 20+ Markets
A global manufacturer of powersports and recreational vehicles, selling snowmobiles, personal watercraft, all-terrain vehicles, motorcycles, and boats through an international network of independently owned dealers, distributors, and outfitters, depended on a manual, paper- and email-driven application process to grow that network. Prospective partners across dozens of countries submitted information inconsistently, regional sales teams had no reliable view of who had applied to their territory, required documents were frequently missing, and there was no structured record of an application’s status as it moved through review. Applying its AI-First approach, Ksolves built a Salesforce-native application portal that guides four distinct applicant types through a tailored intake form, validates against the correct country and region, supports 8 languages, enforces a required-document checklist, generates a scenario-specific PDF, and automates every status notification across the full application lifecycle.
- Manual, Email-Based Intake Across Many Countries: Inconsistent data, slow processing, and no single system of record for applications across a global dealer network.
- No Dynamic Country and Open Point Validation: Applicants could submit to the wrong region or duplicate an existing application to the same dealer point with no server-side check to prevent it.
- Static, English-Only Forms and Reference Documents: Poor experience for non-English-speaking applicants and heavy manual translation overhead across 20+ markets.
- No Structured Capture of Owners, Staff, or Locations: Incomplete applications and repeated back-and-forth to collect missing ownership, staffing, and business location information.
- No Enforced Document Checklist: Missing financials, identification, or business plans delayed the review cycle with no mechanism to flag gaps before submission.
- No Generated Application Summary: Reviewers had to open the raw Salesforce record. Nothing existed that could be printed, signed, or shared as a formatted summary.
- Regional Sales Owners Unaware of New Submissions: Delayed follow-up on high-value dealer, distributor, and outfitter prospects because notifications were manual and inconsistent.
- No Lifecycle Automation on Approval or Decline: Applicants were left without status updates unless staff manually drafted and sent an email at each stage.
Ksolves designed and delivered a Salesforce Experience Cloud portal built around three connected capabilities: guided application intake, multi-language document and PDF management, and self-service identity with lifecycle automation. All capabilities run natively on Salesforce with no external systems.
-
Guided Multi-Type Application Intake
- Applicants choose their country, state/province, and applicant type. Active markets are driven by the Dealership_Country custom metadata.
- Dealer applicants are matched to the correct regional Open Point prospective-dealer Account, filtered to accounts actively receiving applications.
- Server-side duplicate check blocks a second Dealer application against the same Open Point, state, and record type before it is ever created.
- A single Application object split into Dealer, Distributor, Outfitter, and Contact Form record types captures legal entity details, ownership, product lines, three-year volume projections, financing, insurance, and consents.
- Aggregate completeness checks tell the applicant in real time which required related records and document categories are still missing before they can submit.
-
Multi-Language Document and PDF Management
- Uploaded files are tagged by category (business plan, financials, identification, building photos) so applicants and reviewers see a categorised checklist instead of a flat file list.
- Generate PDF action produces a ready-to-review PDF routed to the right layout for the applicant's scenario: new dealer, existing dealer, distributor, or outfitter (new, existing, or rental).
- Applicants can preview, delete, and replace an incorrect upload before submission, with live counts feeding back into the completeness checklist.
-
Self-Service Identity, Language, and Lifecycle Automation
- Custom Lightning login and self-registration components replace the default portal login with localised error messaging for invalid credentials and inactive users.
- A language picker lets a signed-in applicant change their portal language at any time, instantly re-rendering the form, labels, and file templates.
- New portal users are automatically added to a shared public group the moment their account is created with no manual administrator step.
- Record-triggered flow watches application status and automatically sends a localised email (Submitted, Under Review, or Declined) and posts a Chatter mention to the Open Point account owner the instant a Dealer, Distributor, or Outfitter application is submitted.
Technology Stack
| Layer | Technology / Feature |
|---|---|
| Core Platform | Salesforce (LWC, Aura, Apex, Visualforce) |
| Experience Layer | Experience Cloud site “Application Portal" |
| Data Model | Salesforce Objects and fields. |
| Localization | Custom Labels, Object Translations, Translation Workbench (8 languages) + File Template Mapper metadata |
| Document Management | Salesforce Files / ContentVersion + Content Library + PDF Generator |
| Automation | Record-Triggered Flows, Workflow Email Alerts, Chatter, Apex |
| Security | Experience Cloud Profiles & Permission Sets, Site.login / Site.createPortalUser |
| AI Assistance | Agentforce |
- Unified Multi-Type Application Experience: One portal handles Dealer, Distributor, Outfitter, and general inquiries instead of separate manual processes. Every applicant type follows a guided, record-type-driven journey.
- Faster, More Complete Submissions: Real-time checks on related records and required documents reduce back-and-forth with applicants. Incomplete applications are flagged before they are submitted.
- True Multi-Country, Multi-Language Reach: 20+ markets and 8 languages served from a single Salesforce org and data model. Localisation is data-driven rather than hard-coded.
- Faster Regional Sales Response: Automatic Chatter notification to the Open Point owner surfaces new prospects the moment they submit, with no manual follow-up step required from the internal team.
- Consistent Applicant Communication: Status-driven, localised emails eliminate manual follow-up for Submitted, Under Review, and Declined applications across all markets.
- Ready-to-Review PDF for Every Application: Reviewers and applicants get a signable, scenario-specific PDF without leaving the portal, no raw record navigation required.
- Lower Administrative Overhead: New portal users are automatically grouped and provisioned with no manual admin step. Full audit trail retained natively in Salesforce.
“We were managing dealer applications across 20+ markets through email and spreadsheets in one language. Ksolves built us a portal where any prospective dealer anywhere in the world can apply in their own language, upload the right documents, and know exactly where they stand – without a single email from our team.”
-VP Channel Development / Head of Dealer Operations.
A global powersports manufacturer growing its dealer network through a fragmented, manual, single-language email process across 20+ markets was transformed through Ksolves Salesforce consulting services. A single Salesforce Experience Cloud portal now guides Dealer, Distributor, and Outfitter applicants through a localised, record-type-driven application in 8 languages, enforces document completeness before submission, generates a scenario-specific PDF on submission, and automatically notifies regional sales owners and applicants at every status change. The architecture scales with the network: new markets, new record types, and new languages are data configuration changes, not development projects.
Still Onboarding Dealers and Distributors Through Email and Spreadsheets Across Multiple Countries?
