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March 03, 2016

Send Welcome Letters to New Contacts in Solve CRM

Using a CRM like Solve can be a great way to improve the efficiency of your sales process and ensure that you close as many deals as possible.  By Syncing with Google, Solve is able to track communications with leads and keep everything organized in one place.

Another way that you can improve the sales process is to automate your paperwork process using WebMerge.  With WebMerge, you can setup templates for contracts, letters, invoices, and more – then you can sync data from Solve to populate the documents.

In this example, we’re going to show you how you can use WebMerge to automatically generate a Welcome Letter when we add a new contact to Solve.  We’ll then use Lob to mail this letter directly to our contact.

To get started, we’re going to setup the template for our letter using a Word document.  Inside the Word document, we’re going to add our letter and then for the spots that we want our contact’s information to go, we’re going to use merge fields that look like {$FirstName}, {$LastName}, 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, choose the Office Document type and pick the file from your computer.

After we’ve uploaded our template, we’ll be taken to the Settings tab where we can modify options like the type of file that we want to generate and the name of the file.  For this example, we’re going to generate a PDF and we’ll include the name of the contact in the file name.

Next, we’re going to setup the delivery of our document to Lob so that it is automatically mailed to our contact.  Under the Deliver tab, click the New Delivery button and select Lob from the list.  Enter your Lob API Key and then define the merge fields to use for the address fields.

After you’ve finished setting up the Lob delivery, we’re ready to setup the integration with Solve.   To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, click the New Zap button.  For the Trigger, we’re going to choose Solve CRM as the service and then New Contact as the trigger.

Zapier will have you authenticate your Solve account so they can communicate via the API.  Please follow those instructions and move on to the next step.

Next, we’re going to setup the Action of our Zap.  We’re going to pick WebMerge as the service and then Create Document Merge as the action.

After you have authenticated your WebMerge account, Zapier is going to load a list of all the documents that are in your WebMerge account.  Go ahead and pick the letter template that you just setup.  Once you pick the document, Zapier will load a list of all the merge fields in that document.

For each of the merge fields that are in your document, you need to pick the corresponding Solve CRM fields.  This will tell Zapier how to send the data over to WebMerge so that it is populated in the correct spot on your document.

Once you’ve finished matching up all the fields, go ahead and save your Zap and turn it on.  We’re ready for a test!  Go ahead and login to Solve and add a new contact.  Zapier will detect the new contact and send the information over to WebMerge and your letter will be generated.

Here’s what our letter looked like ready to mail:

That’s it – you’re all done!  You can now generate all types of documents right from your Solve 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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