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February 07, 2019

Instantly Populate Sales Presentations from Zoho CRM

Using a CRM like Zoho CRM can have a big impact on your business and help you close more deals.  Add Formstack Documents to your sales process and you can streamline all of your sales documents with the click of a button.  You’ll never need to copy and paste again!

In this example, we’re going to show you how to automatically populate a sales presentation with data from Zoho CRM.  We’ll then automatically sent that presentation to our customer for their review.

To get started, we’re going to setup the template for our presentation using a PowerPoint document.  Inside PowerPoint we’re going to build out our slides adding all the repeating information (things that will be the same for all presentations like our company name, address, logo, etc). 

Then for the spots that we want to customize with our customer’s information, we’re going to use merge fields that look like {$FirstName}, {$CompanyName}, {$Amount}, etc.

Here’s what our template looks like:

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

Once you’ve uploaded your template, 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 file.  For this example, we’re going to populate a PPSX file which is a presentation-only file.  And we’re going to include the name of our customer in the file name.

Next, we’re going to setup the email delivery of our document so that the merged presentation is automatically sent out to our customer for their review.  Under the Deliver tab, click the Edit button next to your default email delivery and for the “To” address, we’re going to choose the merge field for our customer’s email address.

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

Feel free to customize any of the other email settings.

Once you have saved your email delivery, we are done with the setup process inside Formstack Documents and we’re ready to setup the integration with Zoho CRM.

Inside Zoho CRM, we’re going to install the Formstack Documents plugin (if it’s not already installed).  You can install the plugin here: https://www.zoho.com/crm/help/extensions/webmerge.html

Next, we need to setup a Formstack Documents Mapping for our document to link it up with our Contact module.  On the Formstack Documents Mappings page in Zoho CRM, click the New Formstack Documents Mapping button.

On this page, you’ll need to enter a name for the mapping then choose the module that you want to pull data from.   Then we’re going to choose our Formstack Documents Document from the dropdown as well.

Next we’re going to scroll down the page to the Field Mapping section and you’ll see a list of all your merge fields.  For each merge field, you’ll need to pick the corresponding Zoho CRM field.  This tells Zoho how to send the data over to WebMerge so that it is placed in the correct spot on your template.

Once you have matched up all of your merge field, you’re done with the setup inside Zoho CRM and you’re ready for a test!  Open up one of your contacts in Zoho and then click the WebMerge button to generate the document.

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

Congrats, you’re all done!  You can now automatically generate all kinds of sales documents from Zoho CRM with the click of a button.  Can you think of any other ways you can use Formstack Documents to simplify your paperwork process?

5 min read

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