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October 26, 2017

Automatically Populate Certificates from Podio

With a project management tool like Podio you can easily setup a system to manage a sales pipeline, keep track of classes, and track many other types of projects.  Collaboration with your team is a breeze and you’ll keep everybody focused and on the same page.

Add WebMerge to your projects, and you can instantly populate all kinds of documents with data from Podio, like contracts, quotes, letters, and more.  You’ll never have to copy & paste data into templates again!

In this example, we’re going to show you how to populate a certificate from Podio with the click of a button.  We’ll then automatically email the certificate to our customer for their records.

To get started, we’re going to setup the template for our certificate using a Word document.  Inside Word, we’re going to build the template how we normally would (with our logo and other repeating information), then for the spots that we want to insert our customer’s information, we’re going to use merge fields that look like {$FirstName}, {$Address}, etc.

These merge fields can be named anything you’d like.

Here’s what our certificate template looked like:
 


Once you have your template finished, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, choose Office Document as the document type then select the file from your computer.
 


After you have uploaded your template, you’ll be taken to the Settings tab where you can modify 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 name of the merged file.

We’re also going to turn on Debug Mode (Test Mode + Save Data) at the bottom of the page for testing and turn on the Field Map under Advanced Settings.  More on this later.
 


Next, we’re going to modify our email delivery so that the file is automatically sent to our customer.  From the Deliver tab, click the Edit button on the default email delivery.  For the To address, we’re going to choose the merge field for our customer’s email address. 

If you don’t have a merge field in your document for the email address, simply select <<other>> from the dropdown then enter something like {$Email} in the box.

Feel free to edit any of the other settings as well.
 


After we have saved our email delivery, we’re done with the setup in WebMerge and we’re ready to setup the integration with Podio.  But first, we need to grab the Merge URL for our document under the Merge tab.  We’ll copy that for later.
 


To integrate with Podio, we’re going to use their webhook feature which will send data over to WebMerge automatically when we make changes in Podio.  So we’re going to build a webhook URL to use in Podio using this tool: https://www.webmerge.me/scripts/podio

In this webhook builder, we’re going to first authenticate our Podio account, then we’re going to enter our document’s Merge URL. 

Then, we want to generate this document when we click a category button in Podio, so we’re going to add a filter for that field.  You can find this field name under the Developer page for your item inside Podio.

Here’s what our webhook builder looked like:
 


The last step is going to be to copy & paste that URL that was built using the webhook builder and add that to Podio (under the Developer page for your item).  We’ll setup a New Hook and this will send data over to WebMerge when we update an item in Podio.
 


Once you have saved your webhook, we’re ready to send data over to WebMerge.  Open up one of your items and trigger the merge with your category button (or any filter you setup).

Open up WebMerge and go to the Overview tab of your document and you should see a history of the merge that was just sent over with a “View Data” button.  Go ahead and click that button and you’ll see all the fields we received from Podio.
 


For each of these fields, if you click on the name, it will show you the merge field that you can use in your template so it hooks up to the correct Podio field.  Instead, we are going to paste these codes into our Field Map so we don’t have to make changes to our template.

Open up your field map and you’ll see a list of the fields in your template and for each one, enter the field codes coming over from Podio like this:
 


Once you have saved your field map, you’re all done with the setup process and you’re ready to run a real test!  Login to Podio and make an update your one of your items and the certificate will be generated and emailed out!

Here’s what our merged certificate looked like ready for our customer:
 


Congrats, you’re all finished!  You can now instantly generate all types of documents with data from Podio.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?
 

8 min read

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