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June 07, 2017

Instantly Populate Proposals from Formsite Forms

With a tool like Formsite you can easily collect information from leads and prospective customers via online forms on your website.  Then you can add WebMerge to your workflow to automatically populate the information being collected through Formsite into templates for contracts, proposals, invoices, and more.

In this example, we’re going to show you how to automatically generate a customized proposal with data collected on our Formsite form.  We’ll then automatically email the proposal directly to our customer for review.

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 standard proposal details like our company info, logo, and generic descriptions.  Then for the spots that we want to insert our customer’s information, we’re going to use merge fields that look like {$CustomerName}, {$Amount}, etc.

Here’s what our Proposal 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, then enter a name.  On the next step, select Office Document as the document type and then pick the file from your computer.
 


After your template is uploaded, 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 include the name of our customer in the file name.
 


Next, we’re going to setup the delivery of our document so that it is automatically emailed directly to our customer.  From the Deliver tab, click the Edit button on the default email delivery.  For the “To” address, we’re going to use the merge field for our customer’s email address.  If you don’t have a merge field already, choose <<Other>> from the dropdown then enter something like {$Email}.

Feel free to edit any of the other email settings.  You can use merge fields in those settings as well.
 


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

Inside Zapier, we’re going to create a New Zap.  For the Trigger, choose Formsite as the app and then New Form Result as the trigger.
 


Once you authenticate your Formsite account, Zapier is going to load a list of the forms in your account.  Go ahead and pick the form you’d like to grab submissions from.

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


Once you authenticate your WebMerge account, Zapier is going to load a list of all the documents you have setup in WebMerge.  Go ahead and pick the proposal document that you’ve setup and Zapier will load
a list of the merge fields in your document.

For each of the merge fields, you need to pick the corresponding fields from your Formsite form.  This tells Zapier how to send the form 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 and turn it on.  We’re ready for a test!  Open up your Formsite form and submit a new entry.  Zapier will detect this new result and it will automatically send the data over to WebMerge.

Here’s what our merge proposal looked like ready for the customer:
 


Congrats, you’re all done!  You can now automatically generate all kinds of documents from your Formsite forms.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?
 

6 min read

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