Using a tool like TrackVia can be a great way to set up workflow automation for your business.  Whether you’re tracking quality or managing a team in the field, TrackVia allows you to build the tools you need to run your business effectively.

Another great way to improve your automation is to integrate Formstack Documents with TrackVia to automatically generate documents like contracts, reports, invoices, and more.  Your team will never have to search for a template again or waste time filling it out by hand.

In this example, we’re going to show you how to automatically generate a non-disclosure agreement when we add a new contact to TrackVia.  We’ll then automatically send this document over to Adobe Sign for e-signature.

To get started, we’re going to set up the template for our agreement using a Word document.  Inside the Word document, we’ll 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 agreement template looks like:

Since we are going to send this document over to Adobe Sign for signature, we need to add a signature tag to our document so that Adobe Sign knows where to place the signature.  The tag is very simple and looks like this: {literal}{{_es_:signer1:signature}}{/literal}

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

After you’ve uploaded your template to Formstack Documents, 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 generate a PDF and then we’ll include the name of our customer in the name of the merged file.

Next, we’re going to set up the delivery of our document over to Adobe Sign so that it can be automatically signed by our customer.  From the Deliver tab, click the New Delivery button and then select Adobe Sign from the list.

After you authenticate your Adobe Sign account, you’ll need to indicate the signer information.  You can use merge fields for the name and email address of your signer.  Feel free to customize the other settings.

After you save your Adobe Sign delivery, we’re done with the setup process in Formstack Documents and we’re ready to integrate with TrackVia.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, we’re going to set up a new Zap and then for the Trigger, we’re going to choose TrackVia as the app and then Add Record as the trigger.

Once you authenticate your TrackVia account, Zapier is going to load a test record to make sure that everything is working correctly.  Follow those steps and continue.

Next, we’re going to set up the Action of our Zap.  For the app, we’re going to choose WebMerge and then Create Document Merge as the action.

After we’ve authenticated our Formstack Documents account, Zapier is going to load a list of the templates that are in our Formstack Documents account.  Go ahead and pick the Agreement template that you just set up and then Zapier will load a list of the merge fields in your template.

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

After you have matched up all of your merge fields, go ahead and save your Zap then turn it on.  We’re ready for a test!  Login to TrackVia and add a new record.  Zapier will detect this new record and then automatically send it over to Formstack Documents and your agreement will be sent over to Adobe Sign.

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

Congratulations, you’re all done!  You can now automatically generate all types of document workflows from inside TrackVia.  Can you think of any other ways that you can use Formstack Documents to simplify your paperwork process?

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