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September 14, 2016

Send Welcome Letters to New Leads in LeadOutcome

With a tool like LeadOutcome, you (and your team) can easily manage all of your leads and prospects from a single interface.  LeadOutcome can help you make sure you don’t let any leads fall through the cracks.

Automation can be a great way to improve your sales process.  With WebMerge, you can automatically generate all types of documents (contracts, letters, invoices, and more) from LeadOutcome. 

For this example, we’re going to show you how to instantly generate welcome letters for new leads that are added to LeadOutcome.  We’re even going to use Lob to automatically print and mail the letters.

To get started, we’re going to setup a template for our letter using a Word document.  Inside Word, we’re going to add our normal letter information (logo, address, etc) then for the spots that we want to insert our lead’s information, we’re going to use merge fields that look like {$FirstName}, {$Address}, etc.

Here’s what our welcome letter template looks like:

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

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

Next, we’re going to setup the delivery of our document to Lob so that it is automatically printed and mailed.  From the Deliver tab, click the New Delivery button and select Lob.  After you enter your Lob API Key, select the fields for your leads address info and fill in your from address.

Once you have the Lob delivery setup and saved, we’re done with the setup in WebMerge and we’re ready to integrate with LeadOutcome.  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 LeadOutcome as the service and then New Lead as the trigger.

Once you authenticate your LeadOutcome account, Zapier is going to load a test lead to make sure everything is working correctly.  Follow those steps.

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

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

For each of the merge fields, you’ll need to pick the corresponding fields from LeadOutcome.  This tells Zapier how to send your data over to WebMerge so that it is populated in the correct spot on your template.

Once you have matched up all of your merge fields, go ahead and save the Zap and then turn it on.  We’re ready for a test!  Login to LeadOutcome and then add a new Lead.  Zapier will detect this new lead and send the information over to WebMerge and your letter will be generated.

Here’s what our letter looked like ready for mailing in Lob:

Congrats, you’re all done!  You can now automatically generate all kinds of documents from your LeadOutcome 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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