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July 28, 2015

Send a Letter of Representation from Salesforce

Managing your legal practice from Salesforce can keep your information organized and can streamline a lot of the day to day operations.  But as with almost any law firm, there’s always paperwork – lots of paperwork.  From generating documents, sending them to clients, or filing them away, you probably spend hours a day on paperwork.

We’ve got some great news! Add WebMerge to the picture and you can cut the time you spend on paperwork to almost zero.  With WebMerge, you can setup templates for all your documents and easily (and automatically) populate those templates with data from Salesforce.

In this example we’re going to show you how you can generate a Letter of Representation that you can send to a client right from your Salesforce account. We’ll also be using Lob to automatically print and mail this letter to our client.

To get started, let’s setup our Letter or Representation template.  For the template, we’re going to use a Word document so go ahead and create your letter in Microsoft Word.  We’re going to add merge tags in the template where were want the client’s information to go like {$FirstName}, {$LastName}, {$Address}, etc.

Here’s what our letter of representation template looks like:

Once you have the template finished, let’s upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter “Letter of Representation” for the name and click Next.  Here you’re going to want to pick the Office Document type and then pick the file from your computer to upload.

After you upload the template, you’ll be taken to the Settings tab where you can update things like the type of file that we want to generate as well as the name of the file.  For this example we’re going to generate a PDF document and we’re going to add the name of our client in the name of the file.

Once you save the settings, let’s setup the Lob integration so that our letter can be automatically printed and mailed to our client.  Jump over to the Deliver tab and click New Delivery then choose Lob.  You’ll be asked for your Lob API Key and then you’ll see the settings for To and From.

For the “To” address, we’re going to use merge fields.  If the fields do not exist in your document, you can click <<other>> then type in the fields there like: {$Address}, {$City}, {$State}, etc. 

For the “From” address, we’re just going to use a static address, so again we’ll pick the <<other>> option, but then we’ll just type in the normal text instead of merge fields.

Great work!  We’re all finished with the setup inside WebMerge.  Now, let’s jump over to Salesforce and setup the integration so that we can click a button the contact record and generate the letter.

If you haven’t already, please make sure to install the WebMerge managed package from the AppExchange and then follow the setup instructions.

Inside Salesforce, let’s setup a new Mapping.  This mapping tells the system how to send the Salesforce data over to WebMerge so that is matches up with the correct fields in your document.  From the WebMerge Mappings page, click New WebMerge Mapping button.

When setting up the new mapping, give it a name like “Letter of Representation”.  You’ll then select the Salesforce object that you want to pull data from.  We’re going to generate this letter from the Contact object.  The last piece is to select the WebMerge Document that we just setup.

Go ahead and click Save and Next.  You’ll be taken to a page that looks like it has a lot of the same settings at the top of the page, but we’re going to focus on the Field Mapping section of the page.  This is where you’ll setup the “matching” between the merge fields and the Salesforce data.

For each of the merge fields in your document (listed on the left), you’ll need to select the corresponding Salesforce field.

After you have the field mapping done, go ahead and Save and Activate this mapping.  This will make the mapping available from the Contact record when we click the WebMerge button.

Let’s do a test!  Go ahead and open up one of your contacts and click the WebMerge button.

On the next screen you’ll see a list of the other Mappings you have setup for the contact record.  Go ahead and pick the Letter of Representation mapping and click Merge Now.  Note: if you only have 1 mapping, it will be automatically selected/merged.

After a few seconds you’ll be redirected back to the contact record, but behind the scenes WebMerge has generated the Letter of Representation and sent it over to Lob for mailing.  How’s that for easy?

Here’s what our letter looked like:

Congrats, you’re all done!  Now you can easily generate letters, contracts, and more right from your Salesforce account.  All with the click of a button!  Can you think of any other ways that you could use WebMerge inside Salesforce to simplify your paperwork process?

8 min read

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