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July 29, 2015

Generate Contracts from Opportunities in TrackVia

Managing your workflow can be a daunting task, but with tools like TrackVia, you can keep track of everything from start to finish – all within a single platform.  From managing a projects to collecting data in the field, TrackVia is a great solution.

Combine that data with WebMerge and you can take it one step further and generate all kinds of documentation.  For example, you could generate quotes, invoices, presentations, and just about any other type of document you need in your workflow.

In this example, we’re going to show you how you can use TrackVia as a CRM to track construction projects and automatically generate contracts when an Opportunity is “won” and the deal is ready to move forward.  With the help of Zapier, we’ll be able to automatically send data from TrackVia right to WebMerge.

To get started, we’re going to setup our contract template in WebMerge.  We’re just going to use a Word document as our template, so we’ll just open up our contract in Word and start adding the merge tags.  The merge tags indicate where you want the data from TrackVia to be inserted (such as the name of the project, the cost, etc).

You can add merge tags by simply typing them in this format: {$ProjectName}, {$CustomerName}, {$Phone}, etc.  You cannot use any spaces or special characters.  Here’s what our contract template looks like:

Once you have the contract template complete, let’s upload it to WebMerge.  From the Documents page, we’re going to click the New Document button then give it a name “Construction Contract”.  On the next step, we’re going to choose Office Document as our document type and then we’ll pick our Word file from our computer.

After you pick the file click next and that will upload the file to WebMerge.  You’ll be taken to the Settings tab where you can update settings like the name of the merged file (you can include merge tags in the file name) and the output document type.

We’re going to change the output to a PDF then update the file name so it includes the name of the project in the name of the merged document.

Once you’ve saved the settings, we’re going to setup our contract to be sent over to DocuSign for signature.  From the Deliver tab, let’s click New Delivery then choose DocuSign.  You’ll be asked to login to DocuSign and then you’ll be taken back to the settings.

Go ahead and add the signer’s information there.  You can use merge fields for the signers or you can enter specific people who need to sign this document.

After you’ve saved the DocuSign settings, we’re ready to setup the integration of our document to TrackVia so that when we update an Opportunity Stage as “Opportunity Won” it will automatically send that information to WebMerge and the contract will be generated.

As we said before, we’ll be using Zapier to handle the integration.  They offer an easy (and automated) way to integrate 2 different services.  Inside Zapier, go ahead and setup a new Zap and then pick TrackVia > Changed Record as the Trigger then pick WebMerge > Create Document Merge as the Action.

Once you’ve picked the triggers and actions, we’ll want to setup a filter so that this Zap only fires when our Opportunity Stage is updated to “Opportunity Won”.

The next step is going to be picking your WebMerge document and mapping the merge fields in the document to the TrackVia fields.  Once you pick your contract template from the WebMerge Document dropdown, it will load a list of the merge fields in that template.  For each field, you need to insert the TrackVia field that you want to use.

Once you have all the fields mapped, it’s time to run a test!  Zapier gives you a nice test button in the next section that you can use to pull sample data from TrackVia and send it over to WebMerge.  Go ahead and run a few tests and see how it all works.

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

You’re all done!  Now you can automatically populate contracts, invoices, and any other type of document right from your TrackVia account.  Can you think of other ways that you could use WebMerge to simplify your paperwork?

6 min read

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