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January 19, 2017

Instantly Send Proposals for New Opportunities in SugarCRM

With a tool like SugarCRM, you can keep your sales team organized and efficient so they can focus on what they do best – closing deals!  From tracking new leads, keeping in contact with those prospects, and tracking deals, SugarCRM can keep your business running smoothly.

Another great way to improve your sales process is to use WebMerge to automatically generate all your sales documents so your sales team can stay focused.  Easily setup all of your templates in WebMerge and you’ll never have to copy and paste again!

In this example, we’re going to show you how to automatically generate a sales proposal when we add a new opportunity to SugarCRM.  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 logo, contact information, and all the proposal information.  For the spots that we want to insert data from SugarCRM, we’re going to use merge fields like {$FirstName}, {$DealAmount}, etc.

Here’s what our proposal 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 then enter a name.  On the next step, pick Office Document as the document type and 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 generate a PDF and include the name of our opportunity in the merged file name.

Next, we’re going to setup the email delivery for our document so that the proposal is emailed directly to our customer.  From the Deliver tab, go ahead and Edit the default email delivery.  For the To address, we’re going to use a merge field for our customer’s email address.  If you don’t have a merge field in your document for the email address, pick <<Other>> from the dropdown and then enter something like {$Email_To}.  Feel free to edit any of the other settings.

Once you have saved your email delivery, we are done with the setup process in WebMerge and we’re ready to integrate with SugarCRM.  To help with the integration between SugarCRM and WebMerge, 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 SugarCRM as the app and then New Opportunity as the trigger.

Once you authenticate your SugarCRM account, Zapier is going to load an example opportunity to make sure that everything is working.  Please follow those steps and continue.

Next, we’re going to setup the Action for our Zap.  For the app, we’re going to choose WebMerge and 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 select the Proposal template that you just setup and Zapier will load a list of all the merge fields in your template.

For each of the merge fields, go ahead and select the corresponding fields from SugarCRM.  This tells Zapier how to send the 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 then turn it on.  We’re ready for a test!  Login to SugarCRM and add a new opportunity.  Zapier will detect this opportunity and send the information over to WebMerge and your proposal will be generated.

Here’s what our proposal looked like ready to send to the client:

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

6 min read

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