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July 03, 2015

Generate Customized Proposals from Salesforce

Building proposals from Salesforce can be a daunting and time consuming task - especially when you have to go find the template (if your company has one), then copy & paste or type out all the details of the proposal.  There’s an easier way!  With WebMerge, you can generate proposals with the click of a button.

In this example, we’re going to show you how you can generate a proposal from an opportunity record in Salesforce and send it directly to our customer – saving us countless hours every week.

The first step in the process is to setup our proposal template in WebMerge.  We’re going to use a Word document as our template so that we can easily build a formatted template with images and other fancy items. 

Inside your Word document, you’ll want to add merge field tags like {$CustomerName}, {$CompanyAddress}, etc.  These merge tags indicate where you want the data from Salesforce to be entered into the document.  You can name these merge fields anything you’d like – we’ll map them to the correct Salesforce field later.
Here’s what our proposal template looks like:

With the opportunity record comes the line items that we’ve prepared for the customer.  We’re going to want to show this data in a table in our proposal.  With the WebMerge for Salesforce package, it is going to send over the list of line items and then you’ll need to “loop” through them in your document to print them.  Here’s more detailed information on how to loop through lists in your document, but here’s how we did it in our template:

Nice work – go ahead and finish up any other items in your template that you’d like to setup, then let’s get this uploaded to WebMerge.  From the Documents page, click New Document then type in a name for the document (“Proposal” sounds good).  On the next step pick Office Document and then upload your Word document that you just created.

Once your document is uploaded, it will take you to the settings page.  Here’s where you can modify the name of the document, the type of output (Word or PDF), and even use merge fields in the name of the generated file.  Once you’ve updated the settings to your liking, let’s jump over to the Deliver tab.

From the Deliver tab, you’re going to be able to define how you want the proposal to be delivered after it is generated by Salesforce.  By default, we will send the proposal as an attachment to an email, but you can also save the document in cloud storage like Box, Dropbox, or Google Drive.  If you need the proposal to be signed, check out our e-signature delivery options with DocuSign, CudaSign and more.

In this example, we’re just going to email the proposal to our customer directly for review.  With that in mind, we’ll just open up the default email delivery and change the “To” address to use the merge field for the customer’s email address (if one does not exist, choose <<other>> then type in something like {$EmailTo}).  Go ahead and edit any of the other email settings and then save the delivery.

That’s it for the WebMerge side of the setup.  Let’s go into Salesforce and setup a new Mapping for this document (If you don’t have the application installed, please install from the AppExchange).  The “mapping” is how the managed package knows which Salesforce fields to send over to your WebMerge document.  From the WebMerge Mappings tab, go ahead and click New WebMerge Mapping.

During the mapping setup, you’re going to give it a name, then pick the Salesforce object from where you’ll be generating the document.  In our case we’re going to pick the Opportunity object and then for the WebMerge Resource we’re going to choose the new Proposal document that we just created.

On the next step it is going to pull in a list of the merge fields that you need to match up to the Salesforce fields.  For each one of the merge fields that you have in your document, you’ll need to pick the corresponding Salesforce field from the dropdown to the right.
Here’s what our field mapping looks like:

After we’ve finished the field mapping, we can Save and Activate the mapping.  This will now make the mapping from the Opportunity page for merging.  To test, let’s jump over to one of our opportunities and go ahead and click the WebMerge button.

Once you click the WebMerge button from the Opportunity page, you’ll be taken to a page where you choose which template you want to merge.  After you pick the template and click the merge button, the proposal will be generated and sent via email to your customer.

Here’s what our example proposal looks like:

Pretty cool, huh?  Now you can generate proposal on the fly without needing to hunt for a template, typing any information, or chasing around other team members for help.  You can do this all in a matter of minutes instead of hours.

Can you think of any other ways that you could use WebMerge to improve your workflow in Salesforce?

7 min read

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