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January 11, 2017

Instantly Generate Proposals from Formidable Submissions

In today’s world, it is important to streamline your business and keep your team working efficiently.  With a tool like Formidable, you can build online forms to easily collect information from your customers.  Then your whole team can easily utilize that information throughout the customer journey or workflow.

Another way to streamline your business is by using WebMerge to automatically populate documents like contracts, proposals, quotes, and more.  You’ll never have to search for a template again or make another mistake when putting together your paperwork.

In this example, we’re going to show you how to automatically generate a proposal for a new prospective customer that submitted their information via a Formidable form.  We’ll then instantly email the proposal directly to our customer.

To get started, we’re going to setup our proposal template using a Word document.  Inside the Word document, we’re going to add our logo, address, all the details of the proposal that won’t change.  Then for the spots that we want to insert our prospect/proposal info, we’re going to use merge fields that look like {$Name}, {$Amount}, etc.  You can name these fields anything you’d like (no spaces).

Here’s what our proposal template looks like:
 


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


After you’ve uploaded your document to WebMere, you’ll be taken to the Settings tab where you can modify various options like the type of file that you want to generate and the name of the merge file.  For this example, we’re going to generate a PDF and include the name of our customer in the file name.
 


In order to automatically email the merged proposal directly to our customer, we need to update our email delivery.  Under the Deliver tab, click the Edit button on the default email delivery.  For the To address, we’re going to choose the merge field we used in our template for the customer’s email address.  If you don’t have a merge field in your doc, select <<Other>> from the dropdown then enter something like {$EmailTo}.
 


Once you have your email delivery saved, we’re done with the setup in WebMerge and we’re ready to setup the integration with Formidable.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, go ahead and create a New Zap.  Then for the Trigger, we’re going to choose Formidable as the app and then New Entry as the trigger.
 


After authenticate your Formidable account, Zapier will load a test entry to make sure that everything is working correctly.  Follow those steps and continue.

Next, we’re going to setup the Action of our Zap.  For the service, we’re going to choose WebMerge and then Create Document Merge as the action.
 


Once you authenticate your WebMerge account, Zapier will load a list of the documents in your WebMerge account.  Go ahead and pick the proposal template that you just setup and then Zapier will load a list of all the merge fields in your document.

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


After you’ve matched up all of your merge fields, go ahead and save your Zap and then turn it on.  We’re ready to run a test!  Go submit a new entry to your Formidable form and then Zapier will send that data over to WebMerge and your proposal will be generated.

Here’s what our proposal looked like:
 


Congrats, you’re all finished!  You can now instantly generate all types of document from your Formidable entries.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?
 

6 min read

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