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April 01, 2016

Automatically Populate Incident Reports from Typeform

Collecting information from an incident can be a time consuming experience for everyone involved.  Most organizations still use paper forms and outdated processes.  You can drastically improve the incident report process by using a tool like Typeform to collect the information.  With easy-to-use forms, people can easily report all the information needed for an incident report.

Most organizations will still want the incident report to be in the same format as their paper forms, so they can add WebMerge to the process and that information collected on the Typeform will automatically be populated in a PDF that’s sent to the appropriate department.

In this example, we’re going to show you how to integrate Typeform and WebMerge so that you can streamline the entire incident report process.  To help with the integration, we’ll be using our friends over at Zapier.

To get started, we’re going to setup our Incident Report template using a fillable PDF.  This PDF has fields on it that will be where the data from our form will go.  Here’s what our PDF looks like:

After we’ve finished our template, we’re going 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 Fillable PDF as the document type and then pick the file from your computer.

Once you’ve uploaded your PDF, you’ll be taken to the Settings tab.  Here, you can update different options like the type of file that is generated and the name of the file.  For our example, we’re going to generate a PDF and we’re going to include the name of the person reporting the incident in the file name.

Next, we’re going to setup the delivery of our reports so that they are easily processed by the appropriate person.  We’re just going to send an email with the report attached.  From the Deliver tab, go ahead and Edit the default email delivery and update the To address for who you want to send the report to.  Feel free to change any of the other settings as well.

Once you’ve saved your email delivery, we’re ready to setup the integration with Typeform!

Inside Zapier, click the New Zap button and choose Typeform as the trigger service and then New Entry as the trigger.

After you’ve authenticated your Typeform account, you’ll be asked to pick the form that you want to integrate.  Go ahead and pick the Incident Report form that you built in Typeform.

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

After you authenticate your WebMerge account, you’ll be asked to pick the document that you want to merge.  Go ahead and pick the incident report template that you just setup in WebMerge.  Once you pick the document, Zapier will load a list of the merge fields that are in your template.

For each of the merge fields you need to pick the corresponding form field from your Typeform.  This tells Zapier how to send the data over to WebMerge so that it is placed in the correct spot on your document.

After you’ve matched up all your fields, go ahead and save the Zap and turn it on.  We’re ready for a test!  Submit a test entry through Typeform and Zapier will detect this new entry and send the data over to WebMerge.  Your incident report will be generated and emailed automatically.

Here’s what our merged incident report looked like:

Great work, you’re all done!  You can now automatically generate all types of documents from Typeform.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

6 min read

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