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November 19, 2015

Generate and Sign Buyer Representation Agreements from Gravity Forms

Collecting leads through your website is a necessity these days and with the help of an online form tool for Wordpress like Gravity Forms, it is really easy to build forms that allow your prospects and customers to reach out and send your more information.

But, in most cases, once you get that information collected from the customer, it needs to be used in some way (rather than just sit in a database).  You can utilize the email notifications and integrations that are built into Gravity Forms to send the data to other services, but what if you need to populate documents like letters, contracts, or invoices?

Great news!  With WebMerge, you can easily take that information your collecting through your online forms and mail merge (populate) that data into all kinds of documents.

In this example, we’re going to show you how you can generate a Buyer Representation Agreement from a Gravity Form and then send that agreement to DocuSign for e-signature.  To make this integration super-simple, we’ll also be using our friends at Zapier.

To get started, we’re going to setup our contract template using a Word document.  Inside Word, we’re going to add all of the normal contract clauses.  Where we want our client’s information to be placed in the contract, we’re going to use merge tags like {$Name}, {$PhoneNumber}, etc.

Here’s what our agreement template looks like:

Since we are having the agreement signed using DocuSign, we need to add signature tags to the document as well so that DocuSign knows where to embed the signature.  These tags are just text and are super simple to add.  Simply enter this in the document:   \s1\

Once our template is all finished, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button then enter a name.  On the next step, you’re going to pick Office Document as the document type then pick your file from your computer.

After you’ve uploaded your template, you’ll be taken to the Settings tab where you can modify settings like the type of file that is generated and the name of the file that is generated when a merge takes place.  For this example we’re going to produce a PDF file and we’ll include the name of our client in the file name.

Next, we’re going to setup our delivery to DocuSign so that our contract is automatically sent out for signature.  From the Deliver tab, click New Delivery and then select DocuSign.  You’ll be asked to login to your DocuSign account.

After you’ve authenticated your DocuSign account, you’ll see the settings you need to complete.  You’ll need to give the subject of the email that the person receives and then indicate who the signer is (using merge fields).

Great work!  Now we’re ready to setup the integration between Gravity Forms and WebMerge using Zapier.

Inside Zapier, create a New Zap and pick Gravity Forms as the trigger app and then New Form Submission as the trigger.

Zapier will have you install a new webhook for your form in Gravity Forms.  This will automatically send data from your form to Zapier when a new submission comes in.  Follow those installation steps and then finish.

Next, you’ll setup the Action of the Zap using WebMerge as the app and Create Document Merge as the action.

Zapier will have you authenticate your WebMerge account so they can communicate via the API.  Follow those steps.

On the next page, Zapier is going to load a list of the documents you have setup in WebMerge.  Go ahead and pick the contract document you just setup.  Once you pick the document, Zapier will load a list of all the merge fields in your document.

For each of those merge fields, you’ll need to pick the corresponding fields from your Gravity Form by clicking the GF icon on the right and picking the field.

After you’ve mapped all of the fields, move on to the next step where you’ll submit a quick test to make sure everything is working.  If everything looks good, click the Finish button and turn on your Zap!

Now, it’s time to do a real test.  Go ahead and submit a fresh submission to your Gravity Form and then pretty quickly you should have an email from DocuSign requesting a signature.  In that time, Zapier sent over the data from the submission to WebMerge, the contract was generated and then handed off to DocuSign for signature.

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

Congrats, you’re all done!  Now every time a new submission comes in on that form, a contract will automatically be populated and sent out for signature.  Pretty cool, right?
Can you think of any other ways that you could use WebMerge to simplify your paperwork process?  

7 min read

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