Podio is a great tool to help your team manage everything from leads and customers to deals and billing. With Podio, you can easily keep your entire team organized and maximizing their sales efforts.
With Formstack Documents, you can automatically take the data that you’re organizing in Podio and populate various documents like contracts, invoices, proposals and more. In this example, we’re going to show you how to automatically generate a quote from a deal in Podio and email it to our customer.
To get started, we’re going to set up our quote template using a Word document. Inside the Word document, we’re going to add our normal quote information, then for the spots that we want to insert our customer/deal information, we’re going to use merge fields that look like: {$Name}, {$DealAmount}, etc.
Here’s what our quote template looks like:
Once we have our template finished, 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 select the file from your computer.
After you upload your template, you’re going to be taken to the Settings tab where you can modify various options like the type of file that we want to generate 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 the deal in the file name.
We’re also going to turn on the Field Map and Debug Mode so that we can see the data that’s coming over from Podio and match those fields with our merge fields. More on this a little later.
Next, we’re going to setup the email delivery so that the merged quote will automatically be sent over to our customer. On the Deliver tab, go ahead and edit the default email delivery. We’re going to use a merge field for the “To” address so that it is sent to our customer’s email address that comes over from Podio. Feel free to edit any of the other information.
Once we have the delivery all set, we can integrate Podio into the merge process. To begin, go the Merge Tab. Scroll down to the bottom of the page and under the More Integrations section, select Podio.
From here, you'll want to select the Podio account you want to use, or input a new account.
Select an App or Resource from the dropdown menu.
Once the App or Resource is selected, map the relevant fields to the Podio data from which you wish to pull. Available field mappings are scraped from the document template you uploaded.
In this example, our template included the Name and Email fields.
Select the Podio field to which you wish to map to the Name field in Formstack Documents.
We will now do the same for the Email field.
Under the More Options button, there are a few different things you can do to further your integration.
If you click the Filter checkbox, you can add multiple filters in JSON format.
You can also select multiple fields to update in Podio once a document is generated, again using JSON.
Finally, you can set up an email delivery in the even of an error by selecting "If an error occurs, send an email to:" and inputting the desired email address.
Now that you have everything all set up, click on the Save Integration button in the lower right-hand corner. The Webhook is created in the background automatically, so no further steps are required!
Once your Podio integration is complete, here's what you'll see:
From here you can edit or delete your integration.
Now that we're done setting up the integration, we'll run a test merge.
Here’s what our merged quote looked like:
Congrats, you’re all finished! You can now automatically generate all types of documents from your Podio account. Can you think of any other ways that you could use Formstack Documents to simplify your paperwork process?