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April 20, 2017

Automatically Generate Contracts from CRMs and Track in SpringCM

Contracts are time-consuming, but an essential part of the sales process.  Empowering your sales team with the right tools to streamline contracts can be a great way to close deals faster.  With a tool like SpringCM, you can setup an entire contract management solution to make sure no deals fall off the table.

With WebMerge, you can automatically generate contracts from your favorite CRMs and instantly upload those contracts to SpringCM for review (red-lining) and signature.  You’ll never have to copy & paste data into a template again.

In this example, we’re going to show you how to automatically generate a contract from a deal saved in Microsoft Dynamics CRM, then upload that file to SpringCM for review by our customer.

To get started, we’re going to setup the template for our contract using a Word document.  Inside the Word document, we’re going to add our boilerplate contract information along with our company logo, address, etc.  Then for the spots that we want to insert our customer/deal info, we’re going to use merge fields that look like {$CustomerName}, {$DealAmount}, etc.

Here’s what our contract template looks like:
 


Once we have our contract template ready to go, we’re going to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button then enter a name.  On the next step, pick Office Document as the document type and then pick the contract file from your computer.
 


After you upload your template, you’ll be taken to the Settings tab where you can modify various options like the type of file that is generated and the name of the file.  For this example, we’re going to generate a PDF and include the name of our customer in the file name.
 


Next, we’re going to setup the delivery of our document so that our contract is automatically sent over to SpringCM.  From the Delivery tab, click the New Delivery button then select SpringCM from the list.

After you authenticate your SpringCM account, you’ll need to pick the folder in Spring CM that you want to save the file.
 


Once you have saved your SpringCM delivery, we’re done with the setup process inside WebMerge, and we’re ready to integrate with Microsoft Dynamics CRM.  To help with the integration, we’re going to use Microsoft Flow.

Inside Microsoft Flow, we’re going to create a New Flow.  For the trigger, we’re going to choose Dynamics CRM and then “When a record is updated”.
 


After you authenticate your Dynamics CRM account, you’ll need to pick the object that you want to monitor and the field you want to look for to trigger the merge.  We’re going to look at the Opportunities object.
 


Next, we’re going to setup the Action of our flow.  Choose WebMerge, then “Merge Document” as the action.
 


Once you authenticate your WebMerge account, Flow is going to load a list of all the documents in your WebMerge account.  Go ahead and pick the contract template that you just setup and Flow will load a list
of all the merge fields in your document.

For each of the merge fields, you need to pick the corresponding fields from Dynamics CRM.  This tells Flow how to send the data over to WebMerge so that it’s populated in the correct spot on your contract.
 


After you have matched up all of your merge fields, go ahead and save your flow then turn it on!  We’re ready for a test.  Login to Dynamics CRM and then update one of your opportunities so that the flow is triggered.  The opp data will be sent over to WebMerge, then the populated contract will be send to SpringCM.

Here’s what our document looked like ready for review in SpringCM:
 


Congrats, you’re all done!  You can now automatically create contracts from your favorite CRM and track them with SpringCM.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?
 

6 min read

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