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Thursday, December 1, 2016

Automatically Populate Documents from Salesforce and Save in Egnyte

File sharing is an important piece to any business and with a tool like Egnyte, you can easily share files with your entire team and from any device.  With features like auto-sync and change tracking, you’ll always have an updated file system in place.

With WebMerge you can automatically generate documents such as contracts, invoices, and more from hundreds of different cloud services.  Add Egnyte to the mix and you can automatically share your merged documents with your team without lifting a finger.

In this example, we’re going to show you how to automatically populate a PDF application from Salesforce and then automatically place it in a customer-specific folder on Egnyte.

To get started, we’re going to setup the template for our application using a fillable PDF.  In a PDF editor like Nitro, you can add fields to the PDF.  Go ahead and name them without using spaces like: FirstName or Last_Name.

Here’s what our application template looks like:
 

Once we have our template ready, we need 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 Fillable PDF and then pick the file from your computer.
 

After you upload your template, you’re going to be taken to the Settings tab where you can change various settings like the name of the file and the type of file that you want to generate.  For this example, we’re going to include the name of our applicant in the file name.
 

Next, we’re going to setup the delivery of our document to Egnyte so that it is automatically saved in our customer’s folder within Egnyte.  From the Deliver tab, click the New Delivery button and then select Egnyte.

After you authenticate your Egnyte account, you’ll need to pick the folder that you want to save the document in.  For this example, we’re going to pick the root Customers folder. 

Then, to be able to save the document in a folder specific to our customer, we’re going to click More Options when select “Use merge fields as a subfolder” and use the applicant’s name.  This will automatically create a new folder for the customer when the document is saved.
 

Once you have the Egnyte delivery setup and saved, we’re ready to setup the integration with Salesforce so that we can populate this application with the click of a button.

If you have not already, please install the WebMerge Managed Package from the AppExchange and follow the install instructions.

Inside Salesforce, we’re going to setup a New Mapping.  We’re going to be pulling data from the Contact object, so go ahead and pick that object, then pick the WebMerge document that you just setup in WebMerge.
 

Click Next and then you’ll be taken to a page where you’ll see a list of the merge fields in your document.  For each of the merge fields, you need to pick the corresponding fields from Salesforce so that the system knows how to send your data over to WebMerge so that it is populated in the correct spot on your template.
 

Once you have saved your mapping, let’s generate a document!  Go to one of your contacts and click the WebMerge button.  You’ll be taken to a page that lists out the documents you’ve mapped to the Contact object – go ahead and pick the Application document.
 

After click the Merge Now button, the data will be sent over to WebMerge and your application will be generated then saved in Egnyte!  It’s that easy.

Here’s what Egnyte looked like after our application was saved:
 

Congrats, you’re all done!  You can now automatically generate all kinds of documents and save them in Egnyte.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?
 


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