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July 23, 2015

Generate a Demand for Arbitration Letter from Salesforce

Generating legal documents can be an expensive and time-consuming task, but let’s not forget about all the times we’ve made a mistake that went unnoticed – potentially a costly mistake for the firm.  What is there was a way for you to setup templates for all of your legal documents and you could populate those templates in seconds?

Great news! With WebMerge, you can automate your paperwork process to save you time, money, and reduce the risk for costly mistakes.  In this example, we’re going to show you how you can generate a Demand for Arbitration document with the click of a button right from Salesforce, and then we’ll save that document in Box.  You’ll never have to copy and paste again!

To get started, we’re going to setup our Demand for Arbitration template using a fillable PDF.  With WebMerge, you can use PDF, Word, PowerPoint, Excel, or even an online document builder to setup your templates, but since the Demand for Arbitration has a specific format, we’re going to use a PDF.

To setup the PDF, we’re going to add the fields using a PDF editor called Nitro PDF.  As we add the fields to the PDF, we are going to give them names that describe the field (like Claimant, Rep_Attorney_Name, etc).  Try not to use spaces or special characters in your field names.  For more information on building the PDF, check this help article.

Here’s what our Demand for Arbitration template looks like:
 


Now that we have our PDF ready, we’re going to setup a new “document” in WebMerge.  From the Documents page in WebMerge, click the New Document button and give the document a name (like Demand for Arbitration).  On the next step, you’re going to choose the Fillable PDF option then upload the PDF file from your computer.
 


Once you upload the file, you’ll be taken to the Settings tab.  Here you can modify a few of the settings for your document like the name of the file that is generated.  We’re going to add the Claimant’s Name to the file name and then save those settings
 


Next, we’re going go setup the delivery of our merged documents to Box.  From the Deliver tab, click the New Delivery button and choose Box.  You’ll be asked to login to Box and then you’ll see the settings for your document.  In this case, we’re going to save the document in a specific folder for the case that we are working on, so for the Folder we’re going to choose the “Cases” folder.

To save the document in a folder specific for that case, we’re going to click More Options then check the box to Use Merge Field as a Subfolder.  This will give us an option to choose the merge field we want to use.  In this case, we’ll use the Claimant_Name field.
 


Great work, we’re moving along nicely!  That finishes the setup process inside WebMerge, now we’re ready to integrate the Demand for Arbitration document in Salesforce.

If you haven’t done this already, please make sure to install the WebMerge application from the AppExchange and then follow the installation/setup instruction here.

Inside Salesforce, we need to setup a new Mapping.  This mapping will tell Salesforce how to send data to WebMerge so that it goes into the correct spots on the template.  From the WebMerge Mappings tab, click New WebMerge Mapping.

On this page, you’re going to give it another name (you can use Demand for Arbitration) and then we’re going to select the Saleforce object that we’ll be using to generate this document.  We have a custom object called Matter in org, so we’re going to use that. Next, we’re going to pick the Demand for Arbitration document that we just setup in WebMerge.
 


Go ahead and click Save and Next.  You’ll be taken to a page with a few of the same settings at the top of the page, but we’re going to focus on the Field Mapping section.  You will see a list of the merge fields (on the left side) in your template.  For each of those merge fields, you need to pick the corresponding fields from Salesforce.  This tells WebMerge where to put the Saleforce data in your document.
 


After you finish mapping all of the fields, go ahead and Save and Activate the mapping.  This will make the mapping available for merging when you click the WebMerge button from any Matter record you have.

Go ahead and run a few tests to make sure everything is working!  From the Matter record, click the WebMerge button and you’ll be taken to a page where you can choose which document you want to merge (if you only have 1, it will automatically pick that one).  Once you pick the document and click Merge Now, it will take a few seconds and you should see the merged PDF in your Box account!

Here’s what our populated Demand for Arbitration document looked like:
 


That’s it, you’re done!  Now anybody in your firm can generate a Demand for Arbitration document (or any other legal document) with the click of a button.  Can you think of other ways that you could use WebMerge to simplify your paperwork process?
 

7 min read

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