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June 20, 2018

Automatically Populate Sales Contracts from SugarCRM with Integromat

Keeping track of your sales process can be difficult and time-consuming if you don’t have the right tools in place.  With SugarCRM, you can easily keep track of all your leads, customers, and deals in one spot.  Your whole sales team can be on the same page and never letting deals fall through the cracks.

Add WebMerge to your sales process and you can instantly populate all kinds of sales documents like quotes, contracts, letters, and more.  You’ll never have to copy & paste data from SugarCRM into a template again!

In this example, we’re going to show you how to automatically populate a contract when we add a new opportunity to SugarCRM.  We’ll then automatically send that contract over to Signable for signature by our client.

To get started, we’re going to setup the template for our contract using a Word document.  Inside Word, we’re going to add our boilerplate contract details, then for the spots that we want to insert our customer/opportunity details, we’re going to use merge fields like {$FirstName}, {$DealName}, etc.

Here’s what our contract 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 then pick the file from your computer.

After you have uploaded your template to WebMerge, you will be taken to the Settings page 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 document and include the name of our customer in the contract name.

Next, we’re going to setup the delivery of our document so that the contract is automatically sent over to Signable for signature.  Under the deliver tab, click the New Delivery button then select Signable from the list.

Once you enter your Signable API Key, you’ll need to enter the merge fields for the signer’s name and email address. If these fields don’t exist in your document, choose <<Other>> from the dropdown then enter something like {$Name} or {$Email} in the box.

Once you have setup the Signable delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with SugarCRM.  To help with the integration, we are going to use our friends over at Integromat.

Inside Integromat, we’re going to create a New Scenario.  For the Trigger, we’re going to Choose SugarCRM then Watch objects as the trigger.  Once you authenticate your SugarCRM account, Integromat will have you pick the object you want to watch – go ahead and pick the opportunity object.

Next, we’re going to setup the Action of our scenario using WebMerge.  For the action choose Merge Document.  Once you authenticate your WebMerge account, Integromat is going to load a list of documents in your account.

Go ahead and pick the contract document that you just setup and Integromat will load a list of the merge fields in your document.  For each merge field, pick the corresponding field from SugarCRM.

After you have matched up all of your merge fields, go ahead and save your scenario and then turn it on.  We’re ready for a test!  Login to SugarCRM and then update one of your opportunities and Integromat will send that information over to WebMerge and your contract will be populated.

Here’s what our contract looks like ready for signature in Signable:

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

5 min read

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