Redtail CRM

For financial advisors, using a tool like Redtail CRM to manage your clients can have a major impact on your business.  From reaching out to new contacts to managing existing clients to automating your workflow, Redtail has the features to run your business more effectively.

Add Formstack Documents to your workflow and you can automatically populate all kinds of documents with data from Redtail.  Whether you need to populate applications, agreements, and more, WebMerge has got you covered.  You’ll never copy and paste again!

In this example, we’re going to show you how to automatically send a client agreement when a new contact is added to Redtail CRM.  We’ll then automatically send this document over the HelloSign for e-signature.

To get started, we’re going to set up the template for our client agreement using a Word document.  Inside the Word doc, we’re going to add our boilerplate agreement information, then for the spots that we want to insert our contact’s information, we’re going to use merge fields that look like {$FirstName}, {$LastName}, {$Address}, etc.

Here’s what our client agreement looks like:

Since we’ll be collecting signature via HelloSign, we need to add a signature tag to our template as well so that HelloSign knows where to place the signature.  The signature tag is just like any other text in your document, and looks like: [sig|req|signer1]

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

After you upload your template, you’ll be taken to the Settings tab 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 produce a PDF and include the name of our client in the file name.

Next, we’re going to set up the delivery of our document so that it is automatically sent over the HelloSign for signature.  Under the Deliver tab, click the New Delivery button then select HelloSign from the list.

After you enter your HelloSign API Key, you’ll need to pick the signer’s info using merge fields.  If you don’t have a merge field in your doc, then you can pick <<Other>> then enter something like {$Email}.

Once you have saved your HelloSign delivery, we are done with the setup process inside WebMerge and we’re ready to set up the integration with Redtail.  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 Redtail CRM as the app and then New Contact as the trigger.

Once you authenticate your Redtail account, Zapier is going to load a test contact to make sure everything is working properly.  Follow those steps and continue.

Next, we’re going to set up the Action of our Zap. For the app, choose WebMerge and 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 agreement that you just set up and Zapier will load a list of the merge fields in your document.

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

Once you have all of your merge fields matched up, go ahead and save your Zap then turn it on.  We’re ready for a test!  Login to Redtail and create a new contact.  Zapier will detect this new contact and send the data over to WebMerge and your agreement will be sent to HelloSign.

Here’s what our agreement looked like ready to sign:

Congrats, you’re all done!  You can now automatically generate all kinds of documents from your Redtail CRM account.  Can you think of any other ways you can use Formstack Documents to simplify your paperwork process?

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