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June 08, 2016

Send Welcome Letters to New Contacts in Follow Up Boss

Making a good first impression can be an important step in the sales process.  From the first contact you have with a new lead, it is important that you deliver a strong and consistent message throughout the entire sales process.

Along with a tool like Follow Up Boss, you can use WebMerge to deliver that consistent message and streamline your entire sales process from start to finish.  In this example, we’re going to show you how to send a welcome letter to new contacts that you add to Follow Up Boss.  We’ll then use Lob to automatically mail the letter.

To get started, we’re going to setup our letter template using a Word document.  Inside our Word document, we’re going to add our boilerplate letter details and then for the spots that we want our contact’s data to go, we are going to enter merge fields.  These merge fields look like {$Name}, {$Street}, {$City}, etc.

Here’s what our letter template looks like:

Once we have our template ready, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, click Office Document as the document type and then pick the file from your computer.

After you have uploaded your template, you’ll be taken to the Settings tab.  Here, you can change options like the type of file that is generated and even the name of the file.  For this example, we’re going to generate a PDF and we’re going to include the name of our contact in the file name.

Next, we need to setup the Lob delivery so that our document is automatically sent to Lob to mail.  From the Deliver tab, click the New Delivery button and select Lob.  After you enter your Lob API Key, go ahead and select the merge fields for your contact’s address.  If you don’t have the merge fields in your document, you can choose <<Other>> then type in new merge fields.

Once we have the Lob delivery all setup, we’re done with the setup process inside WebMerge and we’re ready to integrate with Follow Up Boss.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, go ahead and create a New Zap.  For the Trigger, we’re going to choose Follow Up Boss as the service and then New Contact as the trigger.

After you authenticate your Follow Up Boss account, Zapier will load a sample contact to make sure everything is working correctly.  Follow those steps and move on to the Action.

For the Action, we’re going to pick WebMerge as the service and then Create Document Merge as the action.

After you authenticate your WebMerge account, you’ll be taken to a page where you need to pick the WebMerge document that you want to merge.  Go ahead and pick the letter that you setup.  Once you pick the document, Zapier is going to load a list of all the merge fields that are in your document.

For each of the merge fields, you need to pick the corresponding fields from Follow Up Boss.  This tells Zapier how to send the contact’s data over to WebMerge so that it is populated in the correct spot on your letter.

Once you have matched up all of the fields, go ahead and save your Zap and turn it on.  You’re ready for a test!  Login to Follow Up Boss and add a new Contact.  Zapier will detect this new contact and will send the info over to WebMerge where the letter will be generated and sent to Lob for mailing.

Here’s what our letter looked like ready to be mailed:

Congrats, you’re all done!  You can now automatically generate all kinds of documents from your Follow Up Boss account.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?

6 min read

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