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September 27, 2017

Instantly Populate Customized Proposals from Mailparser

Using Mailparser to automatically extract data from emails can be a great way to automate data input.  Add WebMerge to the process and you can automatically populate that data into templates like contracts, quotes, reports and more.

In this example, we’re going to show you how to automatically parse lead data from an email and then instantly populate a sales proposal and send it to the lead.

To get started, we’re going to setup the template for our proposal using a Word document.  Inside Word, we’re going to add our repeating information like our logo, contact info, and services.  Then for the spots that we want to insert our lead’s info, we’re going to use merge fields that look like {$Name}, {$Email}, etc.

Here’s what our proposal template looks like:

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

After you upload your template, 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 produce a PDF and include the name of our lead in the file name.

Next, we’re going to setup our email delivery so that the proposal is automatically emailed to our lead.  From the Deliver tab, you can Edit the default email delivery and for the “To” address, you’ll choose the merge field for the lead’s email address.

If you don’t have a merge field for the email address, choose <<Other>> from the dropdown then enter something like {$Email}.

Feel free to customize any of the other email delivery settings.

Once you have saved your email delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with Mailparser.

Before we head over to Mailparser, we need to grab the Merge URL for our document which you can find under the Merge tab.  We’ll use this URL inside Mailparser.

Inside Mailparser, we’re going to setup a new inbox for our lead email.  Once we finish the Parsing Rules for our inbox, we need to setup a webhook to send the data over to WebMerge.

From the Webhook Integrataions page, select Webhook and then enter a name for the webhook.  For the URL, we’re going to enter our Merge URL and we’re going to use JSON.

The other options, we’ll be sending an HTTP POST with a flat variable structure.

Once you have saved your webhook, we’re ready to run a test!  Send an email to your Mailparser inbox and then your data will be parsed and sent over to WebMerge for your proposal.

Here’s what our merged proposal looked like:

Congrats, you’re all finished!  You can now automatically generate all kinds of documents with data from Mailparser emails.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

5 min read

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