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November 03, 2015

Automatically Send Representation Agreements from Follow Up Boss

Managing your leads for your real estate business can be a difficult task if you don’t have the help of a great organizational tool like Follow Up Boss.  Integrating seamlessly with your email and calendar, Follow Up Boss can keep track of all your leads at every stage.

Along with keeping track of all your lead information, you’ll probably need to use that info to fill out forms, contracts, and more.  With WebMerge, you can do just that – take the information you have saved in Follow Up Boss and populate any document you need.

In this example, we’re going to show you how you can automatically generate a representation agreement from Follow Up Boss by simply adding a tag to a contact.  We’ll also automatically send that contract to DocuSign for signature.

To get started, we’re going to setup our contract template using a Word document.  We’ll take our normal contract and add merge fields that looks like {$FirstName}, {$LastName}, {$Email}, etc.  These merge tags will be replaced with the data from Follow Up Boss.

Here’s what our contract looks like:

Since we’ll be collecting the signature for this contract using DocuSign, we need to setup a signature tag that tells DocuSign where to place the signature in the document.  To do that, we’ll add this signature tag:   \s1\

Once we have our contract template finished up, it’s time to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and then enter a name.  Next, pick the Office Document as the document type and then pick the file from your computer.

After you’ve uploaded the file, you’ll be taken to the Settings tab where you can modify settings like the name of the file and the type of file that is generated.  For this example, we’re going to generate a PDF and we’ll add our client’s name to the file name.

Next, we’re going to setup the delivery of our document to DocuSign.  From the Deliver tab, click the New Delivery button and pick DocuSign from the list.  You’ll be asked to login to DocuSign and then you’ll see the settings for the delivery.  Go ahead and map the name and email fields and enter a subject for the email that your client will receive to sign this document.

Great news, we’re done with the WebMerge setup and we’re ready to setup the integration with Follow Up Boss.  To help with the integration, we’re going to use our friends over at Zapier.  Zapier will automatically detect updates in Follow Up Boss and trigger the document to be merged in WebMerge.

From inside Zapier, let’s create a New Zap.  For the Trigger, go ahead and select Follow Up Boss as the app and then New Tag Added to Contact trigger. 

Next, Zapier is going to have you authenticate your Follow Up Boss account.  Follow those steps and then you’ll be taken to a page where you can define the tag that you’re looking for.  For this example, we’re going to be looking for a “Contract” tag.

Once you define the tag, go ahead and do a test to make sure Zapier is pulling in data correctly from Follow Up Boss then click Finish.

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

After you authenticate your WebMerge account, you’ll be taken to a page where you’ll need to select the document that you want to merge.  Go ahead and pick the contract document you just setup.

Once you select the document, Zapier is going to load a list of all your merge fields in your template.  For each of these merge fields, you’re going to need to select the corresponding fields from Follow Up Boss.

After you’ve mapped all of the fields, go ahead and run a test to make sure everything is working correctly, then click the Finish button and turn the Zap on.   Now that your zap is turned on, it’s time to run a real test from Follow Up Boss!  Go ahead and add the “Contract” tag to one of your leads and you should see an email from DocuSign shortly.

Here’s what our contract looked like ready for signature in DocuSign

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

7 min read

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