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August 15, 2017

Automatically Populate Documents from Repsly

With a tool like Repsly, you can easily manage all of your reps out in the field.  From house calls, to work orders, you can manage everything from a single system.

Add WebMerge to your workflow and you can automatically populate documents like contracts, order forms, and more with data from Repsly.  You’ll never have to manually create a document again!

In this example, we’re going to show you how to automatically populate an inspection report after one of our field reps fills out an inspection form.  We’ll then send the report directly to our office printer using Google Cloud Print.

To get started, we’re going to setup the template for our inspection report using a Word document.  Inside Word, we’re going to add our repeating information, then for the spots that we want to insert the specific details of an inspection, we’re going to use merge fields that look like: {$PropertyAddress}, {$Description}, etc.

Here’s what our inspection report template looks like:

Once we have our 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, select Office Document as your document type and pick the file from your computer.

After you upload your template to WebMerge, you’ll be taken to the Settings tab where you can modify various options like the type of file that you want to generate and the name of the file.  For this example, we’re going to create a PDF document and include the address of the property in the file name.

Next, we’re going to setup the delivery of our document so that it is sent automatically to our office printer using Google Cloud Print.  From the Deliver tab, click the New Delivery button and select Google Cloud Print from the list.

Once you authenticate your Google account (and setup your printer in Google Print), you’ll be asked to select the printer you want to use for the delivery.  Go ahead and pick your office printer and save.

After you have saved your delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with Repsly.  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 Repsly as the app, then New Form with Details as the trigger.

After you authenticate your Repsly account, Zapier is going to load a list of the forms that you have setup in Repsly.  Go ahead and pick your inspection form and Zapier will load test data to make sure everything is working correctly.

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

Once you authenticate your WebMerge account, Zapier is going to load a list of the documents in your WebMerge account.  Go ahead and pick the inspection report that you just setup and then Zapier will load a list of the merge fields in your document.

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

Once you have matched up all of your merge fields, go ahead and save your Zap.   We’re ready for a test!  Login to Repsly and submit new details to your form.  Zapier will detect this new form submission and send the data over to WebMerge and your inspection report will be generated.

Here’s what our merged inspection report looked like:

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

6 min read

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