In this example, we’re going to show you how to automatically generate a proposal from an Opportunity in Salesforce, then we’re going to automatically save that proposal inside SharePoint in a customer-specific folder.
To get started, we’re going to setup the template for our proposal using a Word document. Inside Word, we’re going to add our logo, contact info, and other repeating information, then for the spots that we want to customize with our customer/opportunity info, we’re going to use merge fields that look like: {$AccountName}, {$Amount}, etc.
Here’s what our proposal 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, choose Office Document as the document type and then pick the file from your computer.
After you’ve uploaded your template, you’ll 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 include the name of our opportunity in the file name.
Next, we’re going to setup the delivery of our document so that the merged document is automatically saved in SharePoint. On the Deliver tab, click the New Delivery button and select SharePoint from the list.
To authenticate your SharePoint account, you’re going to need to enter your SharePoint Site URL which looks something like https://example.sharepoint.com/sites/Examples/ (you can find this URL by logging into your SharePoint account and grabbing the URL from that page).
Once you authenticate your SharePoint account, you’re going to need to pick the folder that you want to save the proposals in. We’re going to save the documents in our Shared Documents folder, but we’re going to use a merge field to dynamically create subfolders for our customer. You can find this option under More Options.
After you save your SharePoint delivery, we are done with the setup process inside WebMerge and we’re ready to setup the integration with Salesforce (or any other cloud app).
Inside Salesforce, we’re going to setup a new WebMerge Mapping. For this example, we’re going to give it a name then choose Opportunity as the main Salesforce object. Then we’re going to select the document that we just setup in WebMerge.
On the next page, we’re going to match up the merge fields from our document with our Salesforce fields. In the Field Mapping section, you’ll see your merge fields on the left and then a dropdown of your Salesforce fields on the right. Go ahead and pick the corresponding fields for each one.
Once you have matched up all of your merge fields, go ahead and save and activate your mapping. We’re ready for a test! Open up one of your Opportunities and then click the WebMerge button to populate the proposal.
Once you click the button, Salesforce will send the information over to WebMerge and your document will be generated and then saved in SharePoint.
Here’s what our proposal looked like ready to use inside SharePoint.
Congrats, you’re all done! You can now instantly populate and save documents in SharePoint from your favorite cloud CRM, online forms, and more. Can you think of any other ways you can use WebMerge to simplify your paperwork process?
