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August 10, 2015

Send Employment Offer Letters from Salesforce

While hiring new employees and growing the team is exciting, there’s a lot that goes into the hiring process.  From screening resumes, phone interviews, in-person interviews, culture fits, the list goes on and on.  It can be a very exhausting experience with lots of coordination from across the organization.

Then, once you’ve finally narrowed it down to your favorite candidate and you’re ready to offer job, you have to reach out to HR, tell them the terms of the offer and they’ll draft the offer and send it off to the candidate.  That sounds like unnecessary work for HR.  What if there was an easier way to automatically generate (and send) the offer letter with the click of a button?

Great news!  With WebMerge, you can setup a template of your employment offer letters and populate them with the click of a button.  Gone are the days when you have to search for the template, make sure it is the most recent version, and then manually enter all the information by hand.  Yay!

In this example, we’re going to show you how you can generate an employment offer letter right from Salesforce.  We’ll be using our Opportunities as our job candidate tracking tool and when we update the stage of the Opportunity to “Send Offer Letter”, the candidate’s information will be sent over to WebMerge and the letter will be sent to the candidate via DocuSign.  Let’s get started!

Our first step is going to be creating our employment offer letter template.  We’re going to use a Word document as the template and then we’ll upload that to WebMerge in a little bit.  To create your template, open up your letter and in every place that you want data from Salesforce to be inserted, you need to enter merge tags like this: {$FirstName}, {$Phone}, {$PostitionTitle}.  These are simply text tags that you type right into the document (no spaces or special characters allowed).

Here’s what our employment letter looks like:

Since we’re going to be collecting e-signature from the candidate with DocuSign, we’re going to need to add DocuSign’s signature tags to the document so they know where to embed the signature.  This is very simple, and all you need to do is add “\s1\” to the document where you want the signature to go.

When you have your letter finished up, it’s time to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button, type in a name, then pick the Office Document type on the next step.  Go ahead and pick the file from your computer to upload as well.

Click the Next Step button and that will upload your template to WebMerge and you’ll be automatically taken to the Settings page.  Here you can change settings like the name of the document, the type of document that you want to send, and even the name of the file that is generated when the letter is populated.  We’re just going to add the candidates name to the file and pick PDF as the output.

After you’ve saved your settings, let’s go over to the Deliver tab.  This is where you are going to setup how you want the populated documents to be sent.  For this example, we’re going to send the letter to DocuSign so that the candidate can sign it.

Go ahead and click the New Delivery button then pick DocuSign.  You’ll be asked to login to your DocuSign account and then you’ll see settings for the Subject of the document (this is the subject of the email the person will receive) and then then you can define the signer.  We’ll just use the merge fields we already have setup as the signer info.

Once you’ve saved your docusign settings, we’re ready to hook up this letter in Salesforce! 

If you have not done so already, please make sure to install the WebMerge managed package from the AppExchange and follow the setup instructions.

Inside Salesforce, we’re going to go to the WebMerge Mappings page.  A “mapping” is the integration between Salesforce and WebMerge and tells the system which data to send from Salesforce over to your letter.  From the Mappings page, click New Mapping.

On the New Mapping page, you’re going to give it a name like “Offer Letter” and then you’ll want to pick the main object you’ll be pulling data from.  In our case, we’ll be using the Opportunity object.  Then you’ll need to pick the letter template from the WebMerge Document dropdown.  Click Save and Next.

On the next page you’re going to see a few of the same settings at the top of the screen, then you’ll see a Field Mapping section.  Inside the Field Mapping you’ll see a list of all the merge fields that you have setup in your letter template and then a dropdown next to each one.  For each of the merge fields, you’re going to select the corresponding Salesforce field from the dropdown.

The last step of the setup is going to be setting up a trigger so that when we update the Stage of the Opportunity to “Send Offer Letter”, it will automatically fire off this mapping and generate the letter.  At the bottom of the page, there is a checkbox that says “Automatically generate the documents given the following rule”.  Click that box.

You should see a few options open up.  From the top dropdown that asks when you want to trigger these rules, select the option for every time the record is updated to subsequently meet the criteria.  This means that it will only fire this document when you change a field to match the criteria.  Then for the criteria, you’ll want to pick the Stage field and pick the “Send Offer Letter” value.

Congrats, you’re all done with the setup process!  You can now run a few tests to see how everything works.  Open up one of your candidates and then update the stage to “Send Offer Letter” and you should see an offer letter get generated and sent to DocuSign.  Pretty slick!

Here’s what our test offer letter looked like ready for signature in DocuSign:

You’ll never have to manually fill in an offer letter again!  That’s just the tip of the iceberg.  Can you think of any other ways that you could use WebMerge to simplify your life in Salesforce (or any of our integrated services)?

9 min read

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