At Process Street, we recognize the importance of being able to integrate our platform with the other tools you use within your company.
Improving your workflows increases your output and your productivity. Automating them maximizes those aims.
In this article, we look at the document automation tool WebMerge which provides a clean and simplified way to generate documents in the cloud and streamline your paperwork process.
- A small company wants to use a Process Street template to hire a new member of staff.
- The company wants to automatically generate a contract from the details entered into the checklist.
- The candidate’s information will be gathered during the hiring process.
- The person responsible for hiring the candidate will mark a task as completed in Process Street.
- The candidate’s information from the checklist will be transported into a WebMerge template.
- The automatically generated contract will be sent to the new hire via DocuSign.
Let’s look at how we can do this.
How send information from a Process Street checklist to WebMerge
We use the third party automation service Zapier to connect our platform with different webapps. Within Zapier’s community, there are over 1,000 different webapps and services you can connect to.
These connections are referred to as zaps.
Generally, you will only need to setup the zap one time. This gives you the time to focus on the important things rather than repetitive tasks.
Zapier is structured so that you pick a trigger and then an action. In our integration, completing a task is going to trigger the zap. The zap will then take the specified data and give that to WebMerge where it will perform the action of generating a contract.
Advanced features in this integration
This integration uses the template: HR Interview Process With Questions.
This process was designed as part of our project on how to conduct an interview process efficiently.
Within this system, the candidate was sent an job application form. When the candidate completes the form their application is submitted and the HR Interview Process With Questions checklist would launch.
All of the candidate’s information from the application is then stored in the HR Interview Process in hidden fields. Using our variables feature, we can display that information throughout the checklist where needed.
For this integration with WebMerge, we are going to take the information already stored in the hidden fields and move it to WebMerge once the hiring manager decides to hire the candidate.
This results in a system whereby the candidate enters their own information during the application and those details are automatically moved through every step to generate a contract. No manual data entry is needed at any stage.
If you don’t want to use this system, you can edit the HR Interview Process template to remove the hidden fields and include candidate questions about their personal details instead.
For this integration article, we suggest adding a first name field, a last name field, and email field, and a date field to the first task in the template if you do not plan to use the Job Application Form checklist alongside the HR Interview Process.
The following templates have also been designed to be used in this system:
- Customer Service Interview Process With Questions
- Sales Interview Process With Questions
- Project Manager Interview Process With Questions
- Web Developer Interview Process With Questions
HR Interview Process template:
We will connect this template with the WebMerge template New Employee Contract to demonstrate how the integration can be made.
You can download the contract to make any edits to its content and reupload it to WebMerge.
Connect Process Street as your trigger
1. Click on the make a zap button at the top of your screen.
This will take you to the zap building screen where Zapier guides you through the process with a step-by-step left-hand column and a middle section where you can configure your zap’s settings.
Alternatively, use the quickstart function on your homepage: What Do You Want to Automate Today?
2. Select your Process Street account or connect a new one
If you have built Process Street zaps before, you should already have your existing organization on the screen. If this is your first time, click Connect an Account and follow the instructions.
You can generate your organization’s API key on the Settings & API tab, as shown below.
3. Select the template and task you want to use in your trigger
I’ve selected the HR Interview Process With Questions template and chosen the task immediately following the hiring decision. This task involves using the email widget to notify the candidate that they were successful.
When you have chosen your template, run it as a checklist in Process Street to create sample data for Zapier to use as it sets up the zap.
Connect WebMerge as your Action
1. Select WebMerge as your Action and select Create Document Merge
Create Document Merge allows you to bring data from one input and enter it directly into one of your existing document templates inside WebMerge.
2. Connect your WebMerge account
You can find your API key and secret key in the My Account screen under the tab API Access.
3. Edit the zap’s template to finish configuration
In this section you can use the dropdowns to find the WebMerge template you wish to edit, plus the sample data you would like to use and which fields you would like to enter it into.
4. Finish your zap and set up the delivery in WebMerge
Go to your document in WebMerge and navigate to the Deliver tab. Here you should see the button for New Delivery as shown in the image below. Click here and work through the wizard choosing HelloSign as your method.
5. Enter into HelloSign’s Settings to retrieve your API key
Click to reveal the API key and then enter it into the new delivery set up wizard in WebMerge when prompted. Here you can also set the subject line of the email and configure the recipient.
6. Test your zap from the beginning to check it’s working
If you enter your email address at the beginning and work through the process, you should be delivered an email with a sample contract at the end.
Congratulations, you’ve automated your hiring!