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January 28, 2016

Send Welcome Letters to New Leads in Close.io

The sales process can be a time-consuming effort.  From all the phone calls, follow-ups, demos, and more – there’s a lot to keep track of and make sure that nothing falls through the cracks.

When you use a tool like Close.io to track your sales efforts, your life is a lot easier.  Close.io will help you track your leads and close more sales.

In this example, we’re going to show you how to use WebMerge to automatically generate a welcome letter for new leads that we add to Close.io and mail the letter using Lob.  

To get started, we’re going to setup our letter template using a Word document.  Inside Word, we’re going to add our boilerplate letter information (our logo, address, message, etc) and then we’re going to use merge fields for the spots that we want our lead’s information to be inserted.

Merge fields are just like any other text in our document, but they look like {$FirstName}, {$LastName}, etc.  These will be replaced with our lead’s info when the document is populated.

Here’s what our letter template looks like:

After we’ve finished our template, 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 letter from your computer.

Next, you’re going to be taken to the Settings tab.  Here, you can update different options like the name of the file that is generated and the type of file that is generated.  For this example, we’re going to create a PDF and include the name of the lead in our file name.

Once you’ve updated the settings, we’re going to setup the delivery of our merged letters to Lob so that they are automatically printed and mailed to our leads.

Click on the Deliver tab and then click the Add Delivery button.  Pick Lob from the list and then you’ll see the settings for the delivery.  You’ll need to enter your Lob API Key and then choose the merge fields for the name and address fields for the “To” address.

For the “From” address, you can pick << Other >> from the dropdown and then type in your contact information in each box.

When you have finished your Lob settings, go ahead and save that delivery.  We’re all done with the setup inside WebMerge and now we’re ready to integrate with Close.io with the help of our friends over at Zapier.

Inside Zapier, go ahead and click the New Zap button.  For the Trigger, we’re going to choose Close.io as the service and the New Lead as the trigger.

Next, Zapier will have you authenticate your Close.io account and then pull in a test lead to make sure everything is working correctly.  Follow those steps and then continue.

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

Once we authenticate our WebMerge account, we’ll be taken to a page where we need to select the document that we want to merge.  Go ahead and pick the Letter template that you just setup in WebMerge.

After you pick the letter, Zapier will 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 field from Close.io.  This tells Zapier how to send your data over to WebMerge so that the information is placed in the correct spot on your letter.

When you have mapped all of your merge fields, go ahead and save your Zap and turn it on.  We’re ready for a test!  Login to Close.io and add a new lead.  Zapier will detect that new lead and then send the data over to WebMerge where your letter will be generated and sent to Lob for printing.

Here’s what our letter looked like:

Congrats, you’ll all finished!  You can now populate all kinds of documents from your Close.io 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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