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January 03, 2018

Automatically Populate Proposals from PerfectForms Submissions

Using PerfectForms to build workflows in your business can have a major impact on your efficiency.  You can easily create forms and other workflow apps to collect data from your customers and your team.

Add WebMerge to the mix and you can instantly populate all kinds of documents with data from your PerfectForms data.  For example, you can create contracts, invoices, quotes, and more.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to automatically populate a proposal with data from PerfectForms.  We’ll email the proposal directly to our customer for review.

To get started, we’re going to build our proposal template using a Word document.  Inside Word, we’re going to add our logo, contact information, then for the spots that you want to insert your customer’s information, we’re going to use merge fields like {$FirstName}, {$Address}, {$Amount}, etc.

Here’s what our proposal template looks like:
 


Once you have your template ready, 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 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 modify various options like the type of file that is generated and the name of the file.  For this example, we’re going to produce a PDF and add the name of our customer in the PDF file name.
 


Next, we’re going to setup the delivery of our document so that it is automatically emailed directly to our customer.  From the Deliver tab, click the Edit button under the default email delivery.  For the To address, we’re going to choose the merge field for our customer’s email address.

Feel free to edit any of the other email settings.
 


Once you have your email delivery updated, we’re done with the setup process in WebMerge and we’re ready to integrate with PerfectForms.  Before we head over to PerfectForms, we need to grab the Merge URL of our document under the Merge tab.  We’ll use this later.
 


Inside PerfectForms, we need to setup a new Web Service connection to WebMerge.  Under the Connections settings, add new connection and enter a name, then enter your Merge URL
 


After you add the connection, PerfectForms will have to modify some settings. We’re going to choose POST as the request type.  For each of our merge fields, we need to add a Send Parameter that matches our merge field name (no brackets).
 


After we have our action setup, we need to add it to our form.  Open up your form designer then go to the Behavior section and pick Form submits data.  Then add a new Connect option (under the Integrate commands).  We’re going to choose our Create Proposal action that we just setup.

For each of the merge fields, we need to pick the corresponding fields from our form.  This tells PerfectForms how to send the form data over to WebMerge so that it gets populated in the correct spot on your template.
 


Once you have all of your merge fields matched up, go ahead and save your form.  We’re ready for a test!  Open up your form and submit a test submission.  This will trigger the proposal to be generated in WebMerge and emailed to our customer.

Here’s what our merged proposal looked like:
 


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

6 min read

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