How to generate and send custom documents automatically from Formstack submissions

If you’re tired of manual document creation every time someone submits a form, you’re not alone. Whether you’re in HR, sales, education, or just trying to make life easier, this is for you. This guide walks you through how to automatically generate custom documents—think PDFs, contracts, letters, whatever—and email them directly when someone fills out your Formstack form. No fluff, just real steps, honest advice, and a few warnings about what actually works.

Why Automate Document Generation from Formstack?

Let’s be real: copying and pasting form responses into templates is a huge timesink and a breeding ground for mistakes. Automating this:

  • Saves loads of time.
  • Cuts down on errors.
  • Gets documents to people faster (clients, employees, whoever).
  • Keeps your process consistent.

But don’t believe every claim about “seamless integration.” Some parts are smooth, some are not. I’ll flag the pain points so you’re not blindsided.

What You’ll Need

Here’s what you actually need—not what’s in the marketing brochure:

  • A Formstack account (any plan that supports integrations or webhooks).
  • A document generation tool (Formstack Documents, formerly WebMerge, is the obvious pick; more on alternatives later).
  • An automation tool (Zapier, Make, or native Formstack integrations).
  • A template for your document (Word, PDF, or an online editor).
  • Email delivery set up (either via your document tool or through the automation).

You don’t need a developer, but you do need a bit of patience, especially for the first setup.

Step 1: Build Your Formstack Form

Get this right first, or you’ll waste time fixing mistakes later.

  • Map out every field you need—don’t forget “hidden” stuff like dates or internal notes.
  • Use clear labels; cryptic field names will haunt you when mapping data later.
  • Test your form with fake data to make sure you’re collecting what you need.

Pro tip: If you’re planning to merge this data into a document later, keep field names simple (no spaces or weird symbols).

Step 2: Set Up Your Document Template

This is the document you’ll send out—could be a contract, letter, certificate, whatever.

Using Formstack Documents (Recommended)

Formstack Documents is designed to work with Formstack forms, so it’s the path of least resistance.

  • Create a new document in Formstack Documents.
  • Upload your template (Word doc, PDF, or build one in their editor).
  • Insert merge fields (these are placeholders like {{FirstName}}) wherever you want personalized info to appear.

What works: The template editor is straightforward. You can test with sample data right inside Formstack Documents.

What doesn’t: Formatting can get wonky if you upload complex Word or PDF files. Stick to simple layouts if possible.

Alternatives

You can use Google Docs (with Zapier), DocuSign, or other tools, but you’ll add complexity and probably more costs. If you’re not married to a specific platform, stick with Formstack Documents for now.

Step 3: Connect Formstack to Your Document Tool

This is where the magic (sometimes) happens.

Method 1: Native Integration

If you’re using both Formstack and Formstack Documents:

  1. Go to your Formstack form’s “Settings.”
  2. Find the “Integrations” section.
  3. Add the Formstack Documents integration.
  4. Map each form field to the corresponding template field.

What works: This is the simplest setup, and usually the most reliable.

What doesn’t: If you need to do any fancy logic (like conditional merging, branching, or custom notifications), you’ll hit walls fast.

Method 2: Zapier or Make (if you want flexibility)

  1. Create a Zap (Zapier) or Scenario (Make).
  2. Trigger: “New Form Submission” from Formstack.
  3. Action: “Create Document Merge” in Formstack Documents (or whatever tool you’re using).
  4. Map your fields—be careful here, as mismatches mean broken documents.
  5. (Optional) Add steps for logic, delays, or routing.

What works: You get more control, can add steps (like updating a CRM), and handle errors.

What doesn’t: More moving parts means more things to break. Zapier’s free plan has limits on tasks and speed; Make is cheaper but less intuitive.

Ignore: “No-code” tools that promise to do everything in one click. They’re rarely worth it for this workflow.

Step 4: Set Up Email Delivery

You want the finished document to land in the right inbox—every time.

Option 1: Let Formstack Documents Handle It

  • In your document’s delivery settings, add an email delivery.
  • Use merge fields in the “To” address if you want the recipient to change (e.g., the form submitter’s email).
  • Customize the email subject and body as needed.

Pros: Dead simple, fast, and works for most use cases.

Cons: Limited formatting for emails. Attachments are fine, but don’t expect fancy branding.

Option 2: Use Automation Tools for Email

  • Add an email step in Zapier/Make after your document is generated.
  • You can attach the document, CC others, or even send via your own SMTP (for better deliverability).

When to use: If you want more control, tracking, or need to do things like send different emails to different people.

Heads up: Deliverability can be spotty if you use generic “from” addresses. Test with your real recipients.

Step 5: Test Everything (Seriously)

Don’t trust the “Test” button alone. Run through your whole process with real-looking data.

  • Submit a form with various types of info (weird names, long addresses, special characters).
  • Check the final document for formatting issues, missing data, or weird text.
  • Make sure the email shows up where it should, with the right attachment.

Common headaches:

  • Weird characters: Smart quotes, emojis, or foreign letters sometimes break merge fields.
  • Missing attachments: Usually a mapping or timing issue.
  • Emails landing in spam: Use a real “From” address, and don’t send hundreds at once until you’re sure it works.

Step 6: Go Live (But Keep It Simple)

Once it’s working, publish your form and start using it. But resist the urge to overcomplicate things—you can always add more later.

  • Start with one document and one workflow.
  • Document your setup. (Write down which fields map to which merge tags. You will forget.)
  • Plan for updates. People change forms all the time—make sure you know how to update templates and integrations.

Real Talk: What to Watch Out For

  • Pricing: Formstack Documents isn’t cheap. Double-check your plan’s limits on merges and integrations.
  • Support: Both Formstack and Zapier offer decent help docs, but don’t expect instant answers.
  • Maintenance: Any time you change your form or template, you have to update your mappings or things will break quietly.
  • Security: Don’t email sensitive stuff (SSNs, medical info) unless you’re sure you’re compliant. Email is not secure by default.

Wrapping Up

Automating document generation from Formstack submissions saves time and sanity, but only if you keep it straightforward. Don’t get sucked into adding bells and whistles you don’t need—start simple, make sure it works, and improve as you go. Most of the headaches come from overcomplicating the setup or skipping testing. So take it step by step, keep notes, and enjoy having one less boring job on your plate.