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January 06, 2017

Automatically Generate Documents in the Cloud with Workato

In today’s world, automation is King and if you setup the correct workflows/processes it can drastically impact your business.  With a tool like Workato you can setup integration workflows between your favorite cloud service to automatically complete tasks for you.

With WebMerge, you can instantly generate documents with data from Workato integrations.  For example, you could create payment receipts, quotes, contracts, and more – automatically.  You’ll never have to copy & paste data into a template again.

In this example, we’re going to show you how to use Workato to integrate Wufoo + WebMerge to automatically generate a receipt for an order form and email it to our customer.

To get started, we’re going to create a new document and setup the template for our receipt using the online Document Builder in WebMerge.  From the Documents page in WebMerge, click the New Document button then enter a name.  On the next step, pick the Build Your Own document type and then continue.

Next, we’re going to build our template.  Inside the document builder, we’re going to add our logo, contact information, and then for the spots that we want to insert our customer/order information, we’re going to use merge fields that looks like {$Name}, {$Amount}, etc.  This tells the system where we want our form data to go.

After you’ve finished your template, go ahead and save and you’ll be taken to the Settings tab where you can change various settings 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 email deliver of our document so that it is automatically emailed directly to our customer.  Under the Deliver tab, go ahead and edit the default email delivery.  For the To address, we’re going to choose the merge field for our customer’s email address.  If we don’t have a merge field in our template, we can choose <<Other>> then enter something like {$EmailTo}.   Feel free to modify any of the other settings.

Once you have updated your email delivery, we are done with the setup process inside WebMerge and we’re ready to setup the integration using Workato.

Inside Workato, we’re going to create a New Recipe.  For the Trigger, we’re going to choose Wufoo as the application and then New Entry as the trigger.

Next, we’re going to setup the Action of the recipe.  For the application, go ahead and choose WebMerge, then choose Merge Document as the action.

After you authenticate your WebMerge account, Workato will have you pick the document you want to merge.  Go ahead and pick the receipt template that you just setup and then Workato will load a list of all the merge fields in your template. 

For each merge field, you need to pick the corresponding field from your Wufoo form.  This tells Workato how to send your data over to WebMerge so that it is populated in the correct spot on your template.

Once you have matched up all of your merge fields, you are done with the setup process and are ready for a test!  Go submit a new entry to your Wufoo form and Workato will send the entry data over to WebMerge and your receipt will be generated.

Here’s what our receipt looked like:

Congrats, you’re all done!  You can now automatically generate all types of documents from your favorite cloud apps using Workato.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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