Set Up Kintone Integration with Formstack Documents

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With Formstack Documents you can automatically take the data that you’re organizing in Kintone and populate various documents like contracts, invoices, agreements and more.  In this example, we will go through how to automatically generate an invoice from data in Kintone and email it to your customer.

Step 1. Create document template

To get started, setup your invoice template using a Word document. Inside the Word document, add your normal quote information, then for the spots that you want to insert data from Kintone, use merge fields that look like: {$name}, {$address}, etc. Reference the Formstack Documents help doc for more information in creating a template.


WebMerge Template

Step 2. Upload document template to Formstack Documents

Login to your Formstack Documents account. 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.

WebMerge Document Upload

Define your preferred delivery options. Reference the Formstack Documents help doc for more information.

Step 3. Customize settings in Formstack Documents

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 you want to generate and the name of the file. For this example, let’s generate a Word document and include the date and time in the file name.

We’re also going to turn on the Field Map and Debug Mode so that you can see the data that’s coming over from Kintone and match those fields with the merge fields.

Set the status:

  • a. Select “Test Mode”
  • b. Check the box “Save merge data for debugging”

Set the advanced settings:

  • c. Check the box “Use Field Map for custom integrations”

WebMerge Settings

Step 4. Define custom field mappings in Formstack Documents

Open up the Field Map tab and for each merge field, enter the associated field code of the Kintone field.

WebMerge Kintone Field Mapping


Step 5. Retrieve test Webhook URLs in Formstack Documents

From the Merge tab, copy the Test URL.

WebMerge Get Webhook URL

Step 6. Create Webhook connection on Kintone App

Login to Kintone. Go to the App Settings of the desired app and open the Webhooks settings.

Kintone App Settings Webhooks

Click on the plus icon and set the name and description of your webhook. Enter the Webhook URL retrieved from Formstack Documents. Define when you want Webhook to trigger (Recommended: Status Change). Then, check the box to activate the webhook and save the settings.

Kintone Webhooks Settings New Webhook

Step 7. Test the integration

Now that you’re all done with your setup, let’s test the integration. Test out the trigger you setup. In this case, the webhook is triggered when the “Status is changed” so I would create a sample record and change the status of the process management workflow.

*Ensure the document is in Test Mode on Formstack Documents to avoid consuming any merge counts during development.

Step 8. Start using the integration

Once you’ve confirmed the integration is setup correctly, go back to your Formstack Documents account and change the status of your template from “Test Mode” to “Active”.



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