Leads are the lifeblood of any sales organization and it is important that you have the right tools in place to maximize your sales efforts.  With a tool like Velocify, you can manage your leads from a single interface and make sure that no leads fall through the cracks.

Another way to improve your sales process is by adding WebMerge into the mix to automatically populate documents like welcome letters, contracts, invoices, and more.  By integrating WebMerge with Velocify, you can automatically generate these documents when certain actions happen with our leads.

For this example, we’re going to use WebMerge to automatically generate a buyer representation agreement when we “convert” a lead in Velocify.  Then, we’ll automatically send the contract over to DocuSign for e-signature.

To get started, we’re going to setup the template for our buyer representation agreement using a Word document.  Inside our Word document, we’re going to add our boilerplate contract info and then for the spots that we want our lead’s information to go, we’re going to add merge fields like {$FirstName}, {$LastName}, {$Address}, etc.

Once you have your template finished, we’re going to upload it to WebMerge.  From the Documents page in WebMerge, 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 have uploaded 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 generate a PDF and we’re going to include our lead’s name in the file name.

Next, we’re going to setup the delivery of our document to DocuSign so that it can be signed by the lead.  Under the Deliver tab, click the New Delivery button and the select DocuSign.  After you authenticate your DocuSign account, you’ll need to define the signer’s name and email address using merge fields.  If you don’t have the merge fields in your document, you can select <<Other>> and then type in something like {$Name} and {$Email}.

Once you’ve finished the DocuSign delivery, we’re ready to setup the integration with Velocify.  In order to automatically send the lead’s data over to WebMerge, we’re going to leverage the Posts functionality inside Velocify.

Before we leave WebMerge, we need to grab our document’s Merge URL so that we can use it in the Velocify Post.  Under the Merge tab, copy the Merge URL.

Inside Velocify, we’re going to setup a new Post under Administration > Manage Posts.  Go ahead and click the New Post button.  For the URL of the Post, we’re going to enter our Merge URL and then we’re going to choose URL-encoded Post as the Type.

For the Body of the post, we’re going to use name/value pairs to send the data over to WebMerge.  The name of the variable is going to be your merge field and the value will be the Velocify Field Tags.  The format looks something like Name={User.Name.Full}&Email={User.Email}.  You need to make sure to add all of your merge fields because this is how Velocify sends the data to WebMerge so it is populated in the correct spot on your template.

To automatically trigger this post when we update the status of our lead to “Converted”, we need to add the Post to the Status.  Under Administration > Manage Statuses, click on the Posts link next to the Converted status.  You should see your Post there, go ahead and click the Assign button to activate the post.

Once we have our status updated, we’re ready to run a test!  Go ahead and pick one of your leads and update the status to “Converted”.  Velocify will automatically trigger your Post and send the lead’s information over WebMerge and your contract will be generated and sent to DocuSign.

Here’s what our contract looked like ready to sign in DocuSign:

Congrats, you’re all finished!  You can now automatically generate all types of documents from your Velocify account.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?

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