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March 01, 2017

Instantly Populate Agreements from TrackVia Contacts

Using a tool like TrackVia can be a great way to setup workflow automation for your business.  Whether you’re tracking quality or managing a team in the field, TrackVia allows you to build the tools you need to run your business effectively.

Another great way to improve your automation is to integrate WebMerge with TrackVia to automatically generate documents like contracts, reports, invoices, and more.  Your team will never have to search for a template again or waste time filling it out by hand.

In this example, we’re going to show you how to automatically generate a non-disclosure agreement when we add a new contact to TrackVia.  We’ll then automatically send this document over to Adobe Sign for e-signature.

To get started, we’re going to setup the template for our agreement using a Word document.  Inside the Word document, we’ll add our boilerplate agreement information then for the spots that we want to insert our contact’s information, we’re going to use merge fields that look like {$FirstName}, {$LastName}, {$Address}, etc.

Here’s what our agreement template looks like:

Since we are going to send this document over to Adobe Sign for signature, we need to add a signature tag to our document so that Adobe Sign knows where to place the signature.  The tag is very simple and looks like this: {literal}{{_es_:signer1:signature}}{/literal}

Once we have our template setup, 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 and then pick 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.  For this example, we’re going to generate a PDF and then we’ll include the name of our customer in the name of the merged file.

Next, we’re going to setup the delivery of our document over to Adobe Sign so that it can be automatically signed by our customer.  From the Deliver tab, click the New Delivery button and then select Adobe Sign from the list.

After you authenticate your Adobe Sign account, you’ll be need to indicate the signer information.  You can use merge fields for the name and email address of your signer.  Feel free to customize the other settings.

After you save your Adobe Sign delivery, we’re done with the setup process in WebMerge and we’re ready to integrate with TrackVia.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to setup a new Zap and then for the Trigger, we’re going to choose TrackVia as the app and then Add Record as the trigger.

Once you authenticate your TrackVia account, Zapier is going to load a test record 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 app, we’re going to choose WebMerge and then Create Document Merge as the action.

After we’ve authenticated our WebMerge account, Zapier is going to load a list of the templates that are in our WebMerge account.  Go ahead and pick the Agreement template that you just setup and then Zapier will load a list of the merge fields in your template.

For each of the merge fields in your template, you’ll need to pick the corresponding fields from TrackVia.  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 have matched up all of your merge fields, go ahead and save your Zap then turn it on.  We’re ready for a test!  Login to TrackVia and add a new record.  Zapier will detect this new record and then automatically send it over to WebMerge and your agreement will be send over to Adobe Sign.

Here’s what our agreement looked like ready to sign:

Congratulations, you’re all done!  You can now automatically generate all types of document workflows from inside TrackVia.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?

7 min read

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