Workbooks CRM

Managing your sales process with a tool like Workbooks CRM can be a great way to increase the efficiency of your sales team and help close more deals.  You can even manage your marketing and customer support efforts as well.

Another way to improve your sales process is to use Formstack Documents to automatically generate documents like contracts, quotes, invoices, and more.  You’ll never have to copy & paste again!

In this example, we’re going to show you how to automatically generate an NDA agreement when we add a new sales lead to Workbooks CRM.  We’ll then automatically send the agreement over to HelloSign for signature.

To get started, we’re going to set up the template for our agreement using a Word document.  Inside Word, we’re going to add our boilerplate agreement details, then for the spots that we want to insert our lead information, we’re going to add merge fields that look like {$Name}, {$Address}, etc.

Here’s what our agreement looks like:

Since we’ll be sending this document over to HelloSign for signature, we need to add HelloSign signature tags so that HelloSign knows where to place the signature in the document.  This tag is just like any other text 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 and enter name.  On the next step, pick Office Document as the 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 lead in the file name.

Next, we’re going to set up the delivery of our document so that it is automatically sent to HelloSign for signature.  Under the Deliver tab, click the New Delivery button and select HelloSign from the list.  After you enter your HelloSign API Key, you’ll need to pick the name and email address of the signer using merge fields.

Once you save your HelloSign delivery, you’re done with the setup process in Formstack Documents, and we’re ready to integrate with Workbooks CRM.  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.  For the Trigger, we’re going to choose Workbooks CRM as the app, then New Sales Lead as the trigger.

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

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

Once you authenticate your Formstack Documents account, Zapier is going to load a list of the documents in your Formstack Documents account.  Go ahead and pick the agreement that you just set up and then Zapier will load a list of the merge fields in your document.

For each of the merge fields, you need to pick the corresponding fields from Workbooks CRM.  This tells Zapier how to send the lead data over to Formstack Documents 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 your Zap and then we’re ready for a test!  Login to Workbooks CRM and add a new sales lead.  Zapier will detect this new lead and send the data over to Formstack Documents and your agreement will be generated.

Here’s what our agreement looks like ready to sign in HelloSign:

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

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