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February 03, 2016

Automatically Send Welcome Letters to New Leads in Nutshell CRM

First impressions are everything, but it’s also important to make a good second impression as well.  As you implement your sales strategies, it’s important to keep up consistent communication with new leads to ensure you stay top of mind.

Using a CRM like Nutshell, you can easily track all of your leads and deals to make sure that none fall through the cracks. With Nutshell, you can run your sales team efficiently and maximize your results. 

In this example we’re going to show you how to use WebMerge to automatically generate personalized Welcome Letters to new leads as they are added to Nutshell.  These letters will be sent in the mail (yes, the actual mail) using Lob.

To get started, we’re going to setup our letter template using a Word document.  In the Word document, we’re going to add all of the normal letter content (logo, address, etc) and then we’re going to use merge fields in the spots where we want our customer’s information to be entered.

These merge fields are just like any other text in our document and look like {$FirstName}, {$Lastname}, etc.

Here’s what our letter template looks like:
 


Once we have our letter template ready to go, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and give the document a name.  On the next step, pick Office Document as the document type and then pick the file from your computer.
 


Next, you’ll be taken to the Settings tab.  On this page you’ll be able to modify options like the type of file that we want to generate and the name of the file.  For this example, we’re going to generate a PDF and we’re going to include the name of our lead in the name of the file.
 


Once we have our Settings saved, it’s time to setup the delivery of our document to Lob so that the letter is automatically mailed.  On the Deliver tab, go ahead and add a New Delivery then choose Lob from the list.

You’ll be asked to enter your Lob API Key and then you’ll need to define the To and From address using merge fields (or you can choose << Other >> and type in static information – like your address).
 


Once you have your Lob delivery setup, go ahead and save.  This is the last step in the setup process inside WebMerge.  We’re ready to setup the integration with Nutshell.

To help with the integration, we’re going to use a service called Zapier, which provides a non-technical way to integrate hundreds of services on the web.

Inside Zapier, go ahead and create a new Zap.  For the Trigger, we’re going to pick Nutshell as the service and then New Lead as the trigger.
 


Zapier will have you authenticate your Nutshell account so that they can communicate with the API.  Follow those steps and continue.

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


After we have authenticated our WebMerge account, Zapier is going to load a list of the documents we have in our WebMerge account.  Go ahead and pick the new letter document that you just created.

Once you pick the document, Zapier is going to load a list of all the merge fields in your document.  For each of the merge fields, you need to match up the corresponding field from Nutshell.  This tells Zapier how to send your data over to WebMerge so that it is placed in the correct spot on your letter.
 


Now that you’ve matched up all the fields, we’re going to save our Zap and turn it on.  It’s time for a test!  Login to Nutshell and add a new lead to the system.  Zapier will detect this new lead and send the data over to WebMerge where you letter will be generated and sent to Lob for mailing.

Here’s what our merged letter looked like:
 


That’s it!  You’re all done!  You can now automatically generate all types of documents from your Nutshell account.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?
 

6 min read

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