In today’s document storage wars, there are a number of “big players” available when you need to save documents in the cloud.  On the surface, they all do the same thing – they let you save files on the cloud that can be accessed on any device at any time.

However, while on the surface they may seem to offer the same product, underneath is where you see differentiation.  From enterprise-level security to online editing, each service offers a ton of great features to fit your specific business.

Today we’re going to highlight NetDocuments, which is a popular document storage service for law firms that’s been around since 1999.  In this example, we’re going to show you how you can quickly generate Class Action Notification letters with Formstack Documents and save them in specific folders within NetDocuments.

To get started, we’re going to set up the template for our class action notification letter.  We’re going to use a Word document as our template and we’ll enter merge fields where we want the client’s specific information to go.  Merge fields are just text that you enter into the document and look like this: {$FirstName}, {$LastName}, etc.  No spaces or special characters are allowed.

Here’s what our template looks like:

Once we have our template finished, we need to upload that to Formstack Documents.  From the Documents page in Formstack Documents, click the New Document button and enter a name.  On the next step, you’re going to pick Office Document as the document type and then upload the file you just created.

After you’ve uploaded the document, you’ll be taken to the Settings page where you can update settings like the output type, name of the file, etc.  For this example, we’re going to generate a PDF and we’re going to add the name of our client to the output file name.

Next, we’re going to set up our “delivery” of the merged documents to NetDocuments.  From the Deliver tab, click New Delivery and then pick NetDocuments.  You’re going to be asked to log in to NetDocuments.  This allows our system to communicate with NetDocuments and save the files in your account.

Once you authenticate your NetDocuments account, you’ll be redirected back to Formstack Documents and you should see all the settings for NetDocuments.  It’s going to ask you to pick the Cabinet you want to save the document in, and then which Folder you want to pick.  Go ahead and select those.

*Note: when you pick a folder, it will load the sub-folders in the same dropdown

One last thing that we want to do is we want to keep track of client communication and keep the files organized in specific folders for specific clients.  Under the More Options section (click the button), you’ll see an option to “Use Merge Fields as Subfolder”.  Go ahead and check that box, then choose the merge field for the client’s name.  This will automatically create a folder for that client (if one does not exist) when a document is created.

Go ahead and save the NetDocuments delivery.  Your document is now ready to go!

With Formstack Documents, you can integrate this document with just about any service on the web to automatically generate these documents.  From online forms to CRMs to practice management systems, you can generate documents on the fly.

However, for this example, we’re going to show you how you can upload a spreadsheet (CSV file) of all your client information and Formstack Documents will generate the documents in bulk.  Then after each document is generated, it will be saved in that client’s specific folder within NetDocuments.

To merge the spreadsheet, let’s jump over to the Merge tab.  On this page, you’ll want to click the Upload button in the middle of the page and then pick the CSV (spreadsheet) file from your computer to upload.

On the next step you’ll be asked to “map” the columns from your CSV with the merge fields.  If you used the same column headings, this mapping will happen automatically.  Once you have all of the fields mapped, click the Merge button at the bottom of the page and all of your documents will be generated!

Depending on how many documents you are merging, it may take a few minutes, but you should start seeing documents showing up in NetDocuments almost immediately.

Here’s what one of our merged notices looked like:

That’s it!  You can now automatically populate all kinds of documents (letters, court forms, contracts, etc) with data and then save in NetDocuments.  Can you think of any other ways that you could automate your document generate process with Formstack Documents?

Was this article helpful?
1 out of 1 found this helpful



Please sign in to leave a comment.