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October 25, 2016

Instantly Generate Rental Inspection Reports from Fulcrum

Inspecting rental properties before and after a tenant moves in can be a tedious process and difficult to keep track of all the information you need.  With a tool like Fulcrum you can create easy to use mobile forms that your team can use from anywhere.

Add WebMerge to the process and you can automatically populate various templates with data that’s collected on your mobile forms.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to take the data that’s submitted on a rental inspection form and automatically populate and inspection report that can be given to the tenant.  We’ll email it directly to our tenant as well.

To get started, we’re going to setup our rental inspection template using a Word document.  Inside the Word document, we’re going to add our normal inspection information, then for the spots that we want to insert information from our mobile form, we’re going to use merge fields that look like {$Tenant}, {$Address}, etc.

Here’s what our inspection report template looks like:

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

After you’ve uploaded your template to WebMerge, you’ll be taken to the Settings tab where you can modify various options like the type of file that is generated and the name of the file.  In this example, we’re going to generate a PDF and we’re going to include the address of the property in the file name.

Next, we’re going to setup the email delivery of our document so that the report is automatically emailed to our tenant.  From the Deliver tab, go ahead and Edit the default email delivery.  For the “To” address, we’re going to choose the merge fields for our tenant’s email address. 

Feel free to customize any of the other email settings as well.

Once we have our email delivery saved, we’re done with the setup inside WebMerge and we’re ready to integrate with Fulcrum.  To help with the integration, we’ll be using our friends over at Zapier.

Inside Zapier, go ahead and create a New Zap.  For the trigger, we’re going to choose Fulcrum as the service and the Record Created as the trigger.

Once you authenticate your Fulcrum account, Zapier is going to load a list of the forms in your Fulcrum account.  Go ahead and pick the rental inspection form.

Next, we’re going to setup the Action of the zap.  Go ahead and pick WebMerge as the service and then pick Create Document Merge as the action.

Once you authenticate your WebMerge account, Zapier is going to load a list of all the documents in your WebMerge account.  Go ahead and pick the inspection report that you just setup and Zapier will load a list of the merge fields in your template.

For each of the merge fields, you need to pick the corresponding field from Fulcrum.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.

Once you have matched up all of your merge fields, go ahead and save your Zap.  We’re ready for a test! Open up your inspection form in Fulcrum and submit a test submission.  Zapier will detect this new record and then automatically send the data over to WebMerge and your inspection report will be generated.

Here's what our inspection report looked like:

Congrats, you’re all finished!  You can now automatically populate all kinds of documents with data from your Fulcrum mobile forms.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

6 min read

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