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November 22, 2017

Send Welcome Letters to New Customers Added to Smartsheet

Customer management is an important part of any business, but it can be very time consuming.   With a tool like Smartsheet you can easily create a database of all your customers and track orders, contacts, and more.

Add WebMerge to your customer process and you can automatically populate documents like contracts, letters, invoices, and more from Smartsheet.  You’ll never have to find a template or copy & paste again!

In this example, we’re going to show you how to automatically send a welcome letter to new customers that we add to Smartsheet.  We’ll actually send a real letter via postal mail using a print & mail service called Lob.

To get started, we’re going to setup the template for our letter using a Word document.  Inside Word we’re going to add our logo, contact information, and then the body of the letter.  For the spots in our letter that we want to insert our customer’s information, we’re going to use merge fields that look like {$FirstName}, {$StreetAddress}, etc.

Here’s what our letter template looks like:
 


Once we have our document 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 Office Document as the document type and then pick the file from your computer.
 


After you’ve uploaded your template, you’ll be taken to the Settings page where you can modify various options like the type of file that is generated and the name of the file.  For this example, we’re going to create a PDF and include the name of our customer in the file name.
 


Next, we’re going to setup the delivery of our document so that it is automatically sent over to Lob for printing and mailing.  Under the Deliver page, click the New Delivery button and select Lob from the list.

After you enter your Lob API Key, you’ll need to pick the fields for the customer’s address.  Then you can enter your “From” addresss.
 


Once you’ve saved your Lob delivery, we are done with the setup process inside WebMerge and we’re ready to integrate with Smartsheet.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, let’s create a New Zap and then select Smartsheet as the Trigger app and then New Row as the trigger.
 


Once you authenticate your Smartsheet account, Zapier is going to load a list of your sheets.  Go ahead and pick your Customers sheet and continue.

Next, we’re going setup the Acgtion and choose WebMerge as the app, then Create Document Merge as the action. 
 


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

For each merge field, we need to pick the corresponding field from Smartsheet.  This tells Zapier how to send your data over to WebMerge so that it’s populated in the correct spot on your template.
 


After you have matched up all of your merge fields, go ahead and save your Zap and turn it on.  We’re ready for a test!  Login to Smartsheet and add a new row to your sheet.  Zapier will detect this new row, send the data over to WebMerge, and the letter will be sent to Lob.

Here’s what our merged letter looked like:
 


Congrats, you’re all finished!  You can now instantly generate all kinds of documents with data from your Smartsheet account.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

6 min read

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