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December 27, 2017

Instantly Populate Quotes from Jotform Submissions

Using an online form tool like Jotform can be an easy way to collect data from customers and prospects via your website.  Add a tool like WebMerge to your sales process and you can automatically populate documents with data from Jotform submission.  You’ll never have to copy & paste again!

In this example, we’re going to show you how you can instantly populate a quote when a prospect submits their information through our Jotform.

To get started, we’re going to setup the template for our quote using a Word document.  Inside Word, lets add our logo, contact info, and other repeating information.  For the spots that we want to insert our customer’s information, we’re going to use merge fields that look like {$FirstName}, {$Address}, etc.

These merge fields are just like any other text in your document and you can name them anything you’d like (no spaces or special characters).

Here’s what our quote template looks like:
 


Once you have your 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 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 include the name of our customer in the quote file name and produce a PDF.
 


Next, we’re going to setup the delivery of our document so that it is emailed directly to our customer.  Under the Deliver tab, where going to Edit our default email delivery.  For the To address, we’re going to choose the merge field for our customer’s email address.

Feel free to edit any of the other settings.
 


Once you have your email delivery saved, we’re done with the setup process in WebMerge and we’re ready to integrate with Jotform.  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, we’re going to choose Jotform as the app, then New Submission as the trigger.
 


Once you authenticated your Jotform account, Zapier is going to have you pick the form you want to monitor for new submissions.  Go ahead and pick your form.
 


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


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

For each merge field you need to pick the corresponding fields from your Jotform form.  This tells Zapier how to send your form 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 and turn it on.  We’re ready for a test!  Submit a new submission to your Jotform, then Zapier will send that data over to WebMerge and your quote will be populated.

Here’s what our merged quote looked like ready for the customer:
 


Congrats, you’re all done!  You can now instantly populate documents with data from Jotform.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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