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July 26, 2018

Instantly Populate Sales Quotes from 123FormBuilder

Using a tool like 123FormBuilder to build online forms and collect data on your website can be a great to simplify your data collection process.  Add WebMerge to the workflow and you can instantly populate documents with data from your online forms.  You’ll never have to copy and paste again!

In this example, we’re going to show you how to instantly populate a sales quote from our lead form that we’ve built with 123FormBuilder.  We’ll then automatically email the quote directly to our lead for their review.

To get started, we’re going to setup the template for our quote using a Word document.  Inside Word we’re going to add our boilerplate quote details like our logo and contact info, then for the spots that we want to customize with data from our form, we’re going to use merge fields that look like {$FirstName}, {$Amount}, etc.

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

After 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 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 lead in the file name.

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

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

Once you have updated your email delivery, we’re done with the setup process inside WebMerge and we’re ready to integrate with 123FormBuilder.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to setup a New Zap.  For the Trigger, we’re going to choose 123FormBuilder as the app, then New Submission as the trigger.

Once you authenticate your 123FormBuilder account, Zapier is going to load a list of your forms and you’ll need to select the form you want to grab data from.

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 WebMerge 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 field from your 123FormBuilder form by clicking the button on the right side of each box.  This tells Zapier how to send your 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 turn on your Zap and let’s run a test!  Submit a new submission to your 123FormBuilder form and Zapier will send the data over to WebMerge and your quote will be populated and emailed.

Here’s what our merged quote looks like ready of our lead:

Congrats, you’re all done!  You can now instantly populate all kinds of documents for your 123FormBuilder submissions.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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