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May 02, 2017

Automatically Populate Purchase Order Agreements with KiSSFLOW

Workflow automation can have a drastic impact on your business and with a tool like KiSSFLOW you can setup workflows in minutes.  Whether you want to track internal tasks like employee onboarding or customer facing tasks like payments, KiSSFLOW can handle it all.

Add WebMerge to your workflow and you can instantly generate all kinds of documents like contracts, receipts, letters, and more.  You’ll never have to search for a template or copy & paste again!

In this example, we’re going to show you how to automatically populate a purchase order when it has been approved through KiSSFLOW.  We’ll then email the purchase order directly to the customer for their processing.

To get started, we’re going to setup our purchase order template in WebMerge.  From the Documents page in WebMerge, click the New Document button then enter a name.  On the next step, select the Build Your Own document type and continue.

Next, you’ll be taken to the Document Builder where you can setup your template.  We’re going to add our logo, contact info, and generic information for all purchase orders. 

For the spots that we want to insert our specific customer / purchase order info, we’re going to use merge fields that look like {$Name}, {$Amount}, {$CompanyAddress}, etc.  You can name these merge fields anything you’d like, but you can only use letters, numbers, and underscores – no special characters.

Here’s what our purchase order template looks like:

Once you have your template finished, go ahead and save your template.  Next, we’re going to jump over to the Settings tab where you can modify various options like the type of file that we want to generate and the name of the file.

For this example, we’re going to produce a PDF file and we’ll include the Purchase Order number in the file name.

Next, we’re going to setup the email delivery of our document so that it is automatically emailed directly to our customer.  Under the Deliver tab, go ahead and Edit 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 doc, then choose <<Other>> from the dropdown then enter something like {$Email}.

Feel free to edit any of the other email settings.

After you have saved your email delivery, we are done with the setup process in WebMerge and we’re ready to integrate with KiSSFLOW.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to setup a New Zap.  For the Trigger, we’re going to choose KiSSFLOW as the app then Change of Workflow Step as the trigger.

Once you authenticate your KiSSFLOW account, Zapier is going to load a list of all the processes in your account.  Go ahead and select the Purchase Order process.

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

Once you authenticate your WebMerge account, Zapier is going to load a list of all the documents in your account.  Go ahead and pick the Purchase Order template you just setup and Zapier will load a list of the merge fields in your template.

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

Once you have all of your merge fields matched up, go ahead and save your Zap.  We’re ready for a test!  Login to KiSSFLOW and then submit a new purchase order process.  Zapier will detect this new process and send the data over to WebMerge.

Here’s what our purchase order looks like ready for the customer:

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

6 min read

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