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May 02, 2016

Automatically Populate Contracts from Vtiger CRM

Using a CRM like Vtiger can be an important part of your business process and ensure that you maximize your sales and marketing efforts.  With Vtiger, you can manage leads, source deals, and support current customers – all from a single platform.

Automation is another key piece of your sales process and Vtiger has some great automation built into their platform.  With WebMerge, you can automate even more and automatically generate all types of documents with data from Vtiger.

In this example, we’re going to show you how to generate a buyer representation agreement when we add a new lead to Vtiger.  We’ll then use DocuSign to collect the signature for the contract – keeping everything digital and automated.

To get started, we’re going to setup the template for our contract using a Word document.  Inside our Word document, we’re going to add our boilerplate contract details and then for the spots that we want our client’s information to go, we’re going to add merge fields like {$FirstName}, {$LastName}, etc.

Here’s what our contract template looks like:

Since we’ll be collecting a signature using DocuSign, we need to add a signature tag that tells DocuSign where we want the signature to go in our document.  This tag is just like any other text in our document and looks like:    \s1\

Once we have our template ready to go, 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, pick Office Document as the document type and then pick the file from your computer.

After you’ve uploaded your template, you’ll be taken to the Settings tab where you can change 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 we’re going to include the name of our client in the file name so we can easily find the file when searching.

Next, we’re going to setup the delivery to DocuSign so that our merged contracts are automatically sent over to DocuSign for signature.  From the Deliver tab, click the New Delivery button and select DocuSign.  After you’ve authenticated your DocuSign account, you’ll need to indicate the signers using merge fields for the signer’s email address and name.

Once you have the DocuSign delivery setup, we’re done with the setup in WebMerge and we’re ready to integrate with Vtiger.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to create a New Zap.  For the trigger, we’re going to choose Vtiger as the service and then New Lead as the trigger.

After you’ve authenticated your Vtiger account, Zapier is going to load a test lead from Vtiger to make sure everything is working properly.  Follow those steps.

Next, we’re going to setup the Action of our Zap.  For the service, we’re going to choose WebMerge and then Create Document Merge as the action.

After you’ve authenticated your WebMerge account, you’re going to be asked to pick the document that you want to merge.  Go ahead and pick the agreement template that you just setup in WebMerge.  Once you pick the document, Zapier is going to 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 Vtiger.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your document.

After you’ve matched up all of your merge fields, go ahead and save your Zap and turn it on.  We’re ready for a test!  Login to Vtiger and add a new lead to your system.  Zapier will detect this new lead and they’ll send the lead information over to WebMerge where your contract will be populated and sent over to DocuSign for signature.

Here’s what our document looked like ready for signature in DocuSign:

Congrats, you’re all finished!  You can now automatically generate all kinds of documents from your Vtiger account.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

6 min read

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