Creating a successful real estate business is all about building solid relationships with your clients.  With a tool like Realvolve, you can easily manage all of your clients, properties, transactions, and more.  They even have a great way for you to use Workflows to automate a lot of your everyday tasks like email reminders, SMS alerts, and more.

Another way you can simplify your work day is to use Formstack Documents to automatically populate documents like welcome letters, contracts, and more.  In this example, we’re going to show you how to automatically mail (using a service called Lob) a welcome letter to new contacts that are added to Realvolve.

To get started, we’re going to setup our letter template using a Word document.  Inside Word, we’re going to build our letter, adding our address, logo, etc.  Then for the spots that we want our contact’s information to go, we’re going to use merge fields like {$FirstName}, {$Addres}, etc.

Here’s what our template looks like:

Once we have our letter ready to go, 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 document, you’re going to be taken to the Settings tab.  Here you can change 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 we’re going to include the name of our contact in the file name so we can easily track the files.


Next, we’re going to setup the integration with Lob so that our letter is automatically mailed to our contact.  From the Deliver tab, click the New Delivery button and select Lob from the list.  After you enter your Lob API Key, go ahead and select the merge fields for the To address and enter your From address.


After you’ve finished the Lob settings, go ahead and save the delivery.  This is the last step in the setup process inside Formstack Documents and now we’re ready to setup the integration with Realvolve.  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 pick Realvolve as the service and then New Contact as the trigger.


After you’ve authenticated your Realvolve account, Zapier is going to load a teste contract to make sure everything is working properly.  Follow those steps and continue.

Next, we’re going to setup the Action of our Zap.  Go ahead and pick Formstack Documents as the service and then Create Document Merge as the action.


After you authenticate your Formstack Documents account, Zapier is going to load a list of all the documents in your Formstack Documents account.  Go ahead and pick the letter template that you just setup.  Once you pick the document, Zapier is going to 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 fields from Realvolve.  This tells Zapier how to send your Realvolve data over to Formstack Documents so that it is placed in the correct spots on your template.

Once you’ve matched up all of your merge fields, go ahead and save your Zap and turn it on.  We’re ready for a test!  Login to your Realvolve account and add a new contact.  Zapier will detect this new contact then it will send that data over to Formstack Documents where your letter will be generated and sent through Lob.

Here’s what our merged letter looked like:

Congrats, you’re all finished!  You can now automatically populate documents from Realvolve.  Can you think of any other ways that you can use Formstack Documents to simplify your paperwork process?

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