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December 06, 2017

Instantly Populate Student Registration Forms from Formstack

Collecting information from your students can be a difficult and time-consuming process.  With a tool like Formstack, you can make that process much easier.  Quickly build online forms you can post directly on your website and your students can fill out the information from any device.

Once you have the data collected via your online form, you can use a tool like WebMerge to automatically populate documents (templates) with that data.  From applications to letters, you can streamline your paperwork process.

In this example, we’re going to show you how to take data from an online registration form and automatically populate a PDF form that our staff will use to process the application.  We’ll automatically email the PDF to our staff for processing.

To get started, we’re going to setup the template for our application using a fillable PDF.  In our PDF we’re going to add form fields for the spots that we want our form data to go. We’ll name these form fields anything you’d like, but no spaces or special characters.

Here’s what our template looks like:
 


Once we have the fillable PDF template complete, we’re ready to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, choose Fillable PDF as the document type then pick the file from your computer.
 


After you upload the PDF, you’ll be taken to the Settings tab where you can modify different options like the name of the merged file.  For this example, we’re going to include the student’s name in the name of the merged file.
 


Next, we’re going to setup our email delivery so that the merged PDF is automatically emailed to our staff.  Go to the Deliver tab and click the Edit button under the default email delivery.  Feel free to update any of the email settings.
 


Once you have your email delivery saved, we are done with the setup process in WebMerge and we’re ready to setup the integration with Formstack.

Inside Formstack, we’re going to go to the Settings tab for our form and click on the Integration Hub.  Find WebMerge and add the WebMerge integration to your form.

Once you enter your WebMerge API Key and Secret (you can create one under Account > API Access inside WebMerge), Formstack will load a list of the documents in your WebMerge account.  Go ahead and pick the Registration form that you just setup.
 


Formstack will then load a list of the merge fields in your document and for each merge field, you need to pick the corresponding form field from the dropdown.  This tells Formstack how to send the form data over to WebMerge so that it is populated in the correct spot on your document.
 


Once you have matched up all of your fields in Formstack, you’re done with the setup process and you’re ready to run a test!  Go ahead and make sure you turn on your integration then submit a new submission to your form.  Formstack will send that data over to WebMerge and we’ll populate the PDF.

Here’s what our merged registration form PDF looked like:
 


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

5 min read

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