With a tool like ShareFile, you can easily save and share documents with everyone on your team.  You can also share these documents directly with your customers so they always have the most up to date versions of files.

In addition to saving files, you can use a tool like Formstack Documents to automatically populate documents like contracts, quotes, proposals, and more.  You’ll never have to copy & paste into a template again.

In this example, we’re going to show you how to generate a non-disclosure agreement from Podio using Formstack Documents and then automatically save that agreement in ShareFile for our team to process.

To get started, we’re going to set up the template for our NDA using the online document builder.  Inside Formstack Documents, click the New Document button and then enter a name.  On the next step, select the Build Your Own document type and then continue.

On the next step, you’ll be taken to the Document Builder.  Here, you can add your agreement details and then for the spots that you want to enter insert the information from Podio, you’re going to use merge fields like {$FirstName}, {$Company}, etc.

Here’s what our agreement template looks like:

Next, we’re going to go to the Settings tab where we 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 include the name of our customer in the file name.

Also, we’re going to turn on Debug Mode (Test Mode then check the box to save data) and the Field Map under Advanced Settings.  We’ll use these a little later.

Next, we’re going to set up the delivery of our document to ShareFile.  Under the Deliver tab, click the New Delivery button and select ShareFile from the list.  Once you login to ShareFile, you’ll need to pick the folder that you want to save the file in.  Feel free to customize any of the other settings.

Once you save the ShareFile delivery, you’re ready to integrate with Podio.  In order to send data from Podio, we’re going to use Webhooks.  Before we head over to Podio, we need to get the Merge URL for our document.

To ensure that we pull all the data from Podio, we need to use a script that uses the Podio API to grab all of the related item fields.  Go to and insert your Merge URL.  This will generate a Webhook URL that we’ll use in Podio.

Inside Podio, we need to set up the webhook.  Go to the Developers page for the object that we want to send data from.  In our example, we’re going to use Contacts.  On the Developer page, you’ll see an option to add a New Webhook.  Go ahead and paste the Webhook URL generated in the last step, then choose item.created as the trigger.

Once you create the new webhook, we need to run a test to send data over the Formstack Documents so we can hook up our Podio fields with our merge fields.  Go ahead and add a new item to Podio and this will trigger the webhook to send data over to Formstack Documents.

Inside Formstack Documents, go to the Overview tab and you’ll see a View Data button.  This will show you the data that’s being send over by Podio and what merge fields to use in our Field Map. 

Go ahead and open up the Field Map.  For each of the fields in your document, you’ll need to enter the corresponding field from the View Data popup.  This tells the system which fields as associated.

Once you have saved the Field Map, you’re all done!  You can now add another new item in Podio and your NDA will be generated and saved in ShareFile.  Here’s what our document looked like saved in ShareFile.

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

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