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February 01, 2019

Automatically Save Merged Documents in Stash

Have you been looking for an easy way to save all of your Formstack Documents documents (after they are merged) into a single, secure cloud storage solution that all your team members can access?  Great news!  Formstack Documents has built a file storage solution called Stash.

With Stash, you can easily save all of your business files in one easy location that can be accessed from anywhere by any team member.  Keep all your quotes, contracts, reports, and more in one spot and organized with ease.  You’ll never lose a file again!

To integrate Stash with Formstack Documents to instantly save all of your merged documents, you’ll simply setup Stash as a delivery option in Formstack Documents.  For this example, we’re going to setup a simple quote document that we’ll save in Stash under a folder for our specific customer.

To get started, we’re going to setup our template in Formstack Documents.  We’re going to use a Word document as our template for the quote.  Inside Word, we’re going to add our logo, contact information, and other service details.  Then, for the spots where we want to insert our customized quote data, we’re going to use merge fields that look like {$Name}, {$Description}, {$Amount}, etc.

When we merge this template, those merge fields will be replaced with the data specific to our customer and the quote.

Here’s what our template looks like:

Once we have our template finished, we’re going to upload it to Formstack Documents.  From the New Documents page in Formstack Documents, click the New Document button and enter a name.  Next, choose Office Document for your document type and select the quote template from your computer.

Next, we’re going to choose Stash as our default delivery so that the file is automatically saved in Stash every time it is merged.

Once you have uploaded your document, you’ll be taken to the Settings page where you can customize various optionslike 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 title of the quote in our file name.

We’re going to update our Stash delivery so that the files are automatically saved in a folder that’s specific to our customer (based on their name).  On the Deliver page, click the Edit button next to your Stash delivery. Under More Options, we’re going to check the box for Use Merge field(s) as a subfolder name.  Then, we’re going to choose the merge field for the customer’s name. Finally, we'll add a few tags so we know what type of quote we're viewing.  We can use these tags for easy searching inside of Stash.

Once you have saved your Stash delivery, we are done with the setup of our document and we’re ready to run a test and see the quote saved into Stash!

To run a test, go to the Merge page for our document and click the Manual Data Entry button.  For this test, we’re just going to fill out the form, but you can integrate this document with any online form like Formstack or through a CRM like Salesforce.

Once the form is completed and submitted, our Quote template is going to be populated with the data we provided and the merged copy will be saved directly in Stash.  Here’s what the file looks like in Stash:

Congrats, you can now save all of your merged documents into Stash!  What other documents could you save in Stash to simplify your paper processes? 

5 min read

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