Managing your sales and marketing efforts can be a difficult task, but when you use a tool like Agile CRM your life gets a lot easier. With Agile CRM, you can easily track your prospects, customers, deals, and even manage your marketing campaigns.
Along with all of your sales efforts, you probably need to generate a lot of different documents. From quotes and proposals to invoices and contracts, you probably spend a lot of time looking through old deals for the right document to use as a template.
There’s an easier way! With Formstack Documents, you can setup templates for each of those documents you need to generate and then connect them with your Agile CRM account to automatically populate the documents with data in your CRM.
In this example we’re going to show you how you can automatically generate a contract when a deal in Agile CRM is marked as “Won”. To help with the integration between Agile and Formstack Documents, we’re going to use Zapier. We’re also going to send this contract directly to DocuSign so our customer can sign the deal!
Our first step in the process is to setup our contract template in Formstack Documents. For this example, we’re going to build a document using the online document builder within Formstack Documents. From the Documents page in Formstack Documents, click New Document then enter a name. On the next step, pick the Build Your Own document type and then you’ll be taken to the Document Builder.
Within the document builder, you’ll be able to add the content of the contract (text, logos, etc). You’ll also want to add merge fields to the document. These merge fields indicate where you want data from Agile to be populated.
Merge fields look something like this: {$Name}, {$Company}, etc. You can use letters, numbers, and underscores in your merge fields, but you cannot use spaces.
Here’s what our contract template looks like:
Since this is a contract, we need to get it signed. We’re going to use DocuSign to collect the signature, so we need to add a signature tag in the document. This signature tag tells DocuSign where to overlay the signature on the document. Click here for more information on the signature tags.
Here’s what our signature tag looks like:
Once you have the document setup, go ahead and save the document and move on to the Settings tab. From the Settings tab, you can update options like type of document that is produced and the name of the file. For this example, we’re going to generate a PDF and add the name of the Deal to the PDF file name.
After you’ve updated your settings, it’s time to setup the document delivery to DocuSign. Go ahead and jump over to the Deliver tab and click the New Delivery button. Pick DocuSign from the list and you’ll be asked to login to your DocuSign account. Once you login, you should see settings for the delivery.
The settings for the DocuSign delivery are pretty straight forward. You’ll need to indicate the name and email address of the signer. You’ll pick the merge fields that correspond with that information. If you don’t have a merge field yet, choose the <
Great work, you’re done with the Formstack Documents setup! Now, we need to hook up this contract to Agile CRM so that when we mark a Deal as “Won” it will automatically populate the contract.
Let’s jump over to Zapier and setup a new Zap. For the Trigger, we’re going to select Agile CRM and then Changed Deal Milesone as the trigger.
On the next step, you’ll be asked to authenticate your Agile CRM account. Once you enter your API/login information, you’ll be taken to a step to pick which Milestone you want to trigger. Go ahead and pick “Won”.
The last step of the Trigger process is to test and make sure everything is working ok. Follow the instructions from Zapier and then save the Trigger.
Our next step is to section the Action. For the Action service you’re going to choose Formstack Documents and then you’ll choose Create Document Merge for the action.
Once you pick the action, you’ll be asked to authenticate your Formstack Documents account. On the next step, you’re going to be asked to pick the document that you setup in Formstack Documents. Once you pick the contract template, a list of your merge fields will be loaded.
For each of the merge fields in your document, you need to pick the corresponding fields in Agile CRM.
After you match up all of the fields, go ahead and continue on to the next step. You’ll test the integration and Zapier will send over test data to your document. If everything looks good, go ahead and finish the Zap and then turn it on!
Congrats, you’re all done! Now, every time you update a deal to “Won” Zapier will send that deal information over to Formstack Documents and your contract will be generated and sent over to DocuSign.
Here’s what our merged contract looked like ready for signature in DocuSign:
Can you think of any other ways that you can use Formstack Documents and Agile CRM together to simplify your paperwork process?