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February 17, 2016

Generate Job Applications from Formidable Submissions

Collecting applications for an open position at your company can be a time consuming task and an organizational nightmare if you don’t have the right systems in place.  With a tool like Formidable you can easily post a form on your website to collect all the information you need from the applicant.

In order to streamline the application process, you need to be able to easily share that applicant’s information with the hiring manager and other interviewers.  Rather than having them login to Formidable to get the information, you can use WebMerge to automatically populate a job application and email it directly to the interviewers.

In this example, we’re going to show you how to integrate WebMerge with Formidable so that you can automatically generate a job application (and many other documents) each time your form gets a new submission.  To help with this integration, we’ll be using our friends over at Zapier.

To get started, we’re going to setup our Job Application template.  We’re going to use a fillable PDF as our template.  This PDF has fields on it so they can be filled in by WebMerge.  We’ll name all of the fields with descriptive names like “first_name”, “phone”, etc so we can easily identify the correct fields when integrating with Formidable.

Here’s what our template looks like:
 


Once we have our PDF template ready, we’re going 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 Fillable PDF as the document type and then select the file from your computer.
 


Next, we’re going to be taken to the Settings tab where we can change 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 applicant in the file name for easy tracking.
 


Since we are going to email the completed application to our hiring manager, we need to setup the email delivery.  From the Deliver tab, go ahead and edit the default email delivery that is already there.  Feel free to change any of the settings for the email.
 


After we’ve updated our email delivery, we’re finished with the setup in WebMerge and we’re ready to setup the integration with Formidable using Zapier.

Inside Zapier, click on the New Zap button.  For the Trigger, we’re going to choose Formidable as the service and then New Entry as the trigger.
 


Next, Zapier will have us setup the authentication with Formidable so that submissions are automatically sent through Zapier.  Please follow those steps and move on to the next step.

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


After you’ve authenticated your WebMerge account, Zapier is going to load a list of the documents that are in your WebMerge account.  Go ahead and select the job application that you just setup in WebMerge.

Once you pick a document, Zapier is going to load a list of all the merge fields that are in your document.  For each of the merge fields, you’ll need to pick the corresponding field from your Formidable form.
 


After you’ve finished mapping all of the fields, go ahead and save your Zap and turn it on.  We’re ready to run a test!  Go ahead and submit a new submission to your Formidable form and Zapier will take that data and send it over to WebMerge.  Your job application will be populated and emailed directly to you.

Here’s what our finished application looked like:
 


Great work, you’re all done!  You can now automatically populate all types of documents with data from your Formidable entries.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?
 

6 min read

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