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August 03, 2015

Send a Motion for Continuance from Salesforce

Managing all the details of your client’s cases is tough enough, but add document generation on top of the pile and it can get downright unmanageable.  You need an easy and efficient way to manage your document generation for all your cases without actually thinking through all the detail of what needs to go into those documents.  You need to be able to press a button and have case documents generated instantly without typing a single letter or searching for a template.  You need WebMerge.

With WebMerge, you can upload all of your case document templates to a single place and easily populate those templates with data from your Salesforce account.  You can even save those documents in services like Box or Google Drive, collect signatures with services like DocuSign or CudaSign, and much more.

In this example, we’re going to show you how you can generate a Motion for Continuance right from your Salesforce org with just the click of a button.  You’ll be able to generate documents in seconds rather than spending hours a week searching for templates and actually populating them.

To get started, we’re going to setup our Motion for Continuance template.  We’re going to use a Word document as our template (we’ll upload this to WebMerge in a few minutes).  In our template, we’re going to add our merge fields.  These merge fields look like {$Name}, {$StreetAddress}, {$CaseNumber}, etc and tell WebMerge where you want to populate the data inside the template.  You can just type those merge fields right into the document like any other text.

We’re going to be collecting a signature on this document and we’re going to use CudaSign.  With CudaSign, you can embed special tags in your document (similar to merge tags) that tell the system where you want the signature to be embedded.  We’re going to add these tags to our document (more info here)

Once you have the template finished up, let’s get it uploaded to WebMerge.  From the Documents page in WebMerge, click the New Document button and then type in a name for the document.  On the next step you’ll want to pick the Office Document type and then you’re going to pick the file from your computer to upload to WebMerge.

Go ahead and click the Next Step button and that will upload the file and take you to the Settings tab.  From this page you’ll be able to update different settings like the name of the document, the type of document that is created with when merged (Output Type), and even the name of the file that you want to be generated.

After you save your settings, let’s jump over to the Deliver tab.  This page is where you setup how you want the merged documents to be delivered.  By default, WebMerge will email you the documents directly, but for this document we need to collect a signature.  To collect the signature we’re going to leverage the CudaSign delivery option and we’ll be able to have our client sign the motion and then we can send it to the courts.

On the Deliver page, click New Delivery then select CudaSign.  You’ll be asked to authenticate your CudaSign account and then you’ll be taken back to WebMerge where you can finish the setup process.  You’ll need to add the email address of the signer.  In this case our signer is going to be dependent on a merge field coming from Salesforce.  However, since we don’t have an email merge field already setup in our document, we’re going to choose <<Other>> and then type in the field like this: {$Email}

Once you have the CudaSign settings saved, it’s time to setup the integration with Salesforce so that we can send data with the click of a button.

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

Inside Salesforce, we’re going to be setting up a new Mapping.  This Mapping allows you to tell Salesforce how to send your data to WebMerge so that the document is generated properly with the data in the correct spots.  From the WebMerge Mappings page, click New WebMerge Mapping.

On the New Mapping page, you’re going to give it a name then pick which Salesforce object you want to pull the information from.  For this example, we’re just going to use the Contact object, but you can use any object (standard or custom) in your org.  The last step is to pick the WebMerge document you want to merge.  Go ahead and click Save and Next.

You’ll be taken to a page with a few of the same settings you just filled out, but the important piece we’re going to work on is the Field Mapping section.  This is where you tell Salesforce how to send your data to WebMerge.  You’ll see a list of your merge fields on the left column of the field mapping section.  For each of those merge fields, you need to pick the corresponding Salesforce field from the dropdown.

There are a few fields that we need to collect data from the user since it isn’t save on the contact record (ie the reason for the continuance and the date requested).  For these fields, you’ll want to choose the << Text Input >> field.  This will allow the user to enter that information when they go to merge the document.

After you finished matching up all the fields, you’re going to Save and Activate that mapping so that it is available for merging from your Contact records.
Let’s do a test!  Go pick one of your contacts and then click the WebMerge button on that contact’s detail page.  You’ll be taken to a page that allows you to pick the document you want to merge and then you’re going to be asked to enter the Reason for the Continuance and the Date Requested.

After you fill out those fields, click the Merge Now button and all of the data will be sent over to WebMerge and your document will be generated!  You should receive an email from CudaSign with signature instructions and then they’ll handle the rest.
Here’s what our merged document looks like in CudaSign:

Pretty neat, huh?  Gone are the days where you have to search for a template, do a find & replace or even just search through the template to find what information you need to change!  What other ways could you use WebMerge to simplify your paperwork process and create documents faster?

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