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June 27, 2018

Instantly Populate Sales Proposals from SuiteCRM

With a CRM like SuiteCRM you can easily keep your sales team organized and busy closing deals.  From tracking leads to managing your deal pipeline, SuiteCRM can keep everyone on the same page and never let a deal fall through the cracks.

Add WebMerge to your sales process and you can instantly populate all your sales documents in a snap.  You’ll never have to copy & paste data from SuiteCRM into a template again!

In this example, we’re going to show you how to automatically populate a sales proposal when we add a new opportunity to SuiteCRM.  We’ll then automatically email this proposal directly to our customer for their review.

To get started, we’re going to setup our proposal template using a Word document.  Inside Word, we’re going to add our boilerplate proposal details like our logo, contact information, etc.  For the spots that we want to insert our customer/opportunity detail, we’re going to insert merge fields like {$FirstName}, {$Amount}, 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 and enter a name.  On the next step, select Office Document as the document type then pick the file from your computer.

After you upload your document, 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 document and include the name of our opportunity in the file name.

Next, we’re going to setup the delivery of our document so that the merged proposal is automatically emailed directly to our customer.  Under the Deliver tab, click the Edit button and then choose a merge field for the “To” address.  If you don’t have a merge field in your document for the customer’s email address, choose <<Other>> from the dropdown then enter something like {$Email} in the box.

Feel free to edit any of the other email settings.

Once you have saved your email delivery, you are done with the setup process inside WebMerge and we’re ready to integrate with SuiteCRM.  To help with the integration, we’re going to use our friends over at Integromat.

Inside Integromat, we’re going to setup a New Scenario.  For the services, we’re going to choose SuiteCRM and WebMerge.  For the Trigger, we're going to choose SuiteCRM as the app, then Watch Object as the trigger.

Once you’ve authenticated your SuiteCRM account, you’ll need to pick the object you want to watch (opportunity) so that Integromat knows which object to send over to WebMerge.

Next, we’re going to setup the Action of our Scenario using WebMerge > Merge Document.  Once we authenticate our WebMerge account, we’ll need to pick our proposal document we just setup in WebMerge, then Integromat will load a list of the merge fields in our document.

For each merge field, you’ll need to pick the corresponding field from SuiteCRM so that Integromat knows what data to send over to your document.

After you have matched up all of your merge fields, you’ll need to save your Scenario and turn it on.  We’re ready for a test!  Login to SuiteCRM and add a new opportunity and Integromat will detect this new opp and send the data over to WebMerge and your proposal will be generated!

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

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

6 min read

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