Vtiger + naturalForms Integration

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What is Vtiger

Vtiger is a CRM that helps companies of all sizes to implement a robust customer experience strategy with the power of One View. With One View, companies get a 360 degree view of customers, projects, documents and much more.

Advanced personalization enables all teams to get relevant customer data surfaced up to them when they need it and the way they want it.

 

What Can You Do

  • Use industry-leading forms or use your current custom forms.

  • Collect forms and signatures while auto-uploading into Contacts, Documents, Invoices, Quotes and Organizations inside Vtiger.
  • Capture and annotate photos, sketches and locations.

How Does It Work

Simply turn on the integration inside of naturalForms by signing into your Vtiger account by providing our email, access key and webhook URL. Once connected, as soon as the information (i.e. field values, photos, signatures, etc.) is collected the document output is automatically synced into your Vtiger account for the specific Contact, Invoice, Organization or Quote.

 

Getting Started

To enable the integration you will first need both Vtiger and naturalForms accounts. You can find out more about Vtiger on their website. Once you have both accounts, as an admin of the systems follow the steps below to connect the applications:

 

1. Add Forms (Templates)

A. Upload PDF Background | To add a form or what is called a template in naturalForms, start with the form design and layout which is created totally outside of naturalForms using any industry standard tool (i.e. Word, Excel, Adobe), and then save the form design as a PDF. After completing the design (look and layout) of the form and having a clean PDF, add that form into naturalForms via the Designer accessed from within the Templates page. Check our Designer overview video and for exact details follow the steps for Adding a Template.

We recommend that the form design considers the use of the tablet or phone and allows proper spacing for fields such as checkboxes or tight field spacing. We also recommend that you do not use 'scanned in' PDFs as these types of PDFs tend to be low quality and very large in file size.

 

B. Setup Smart Fields & Rules | To add templates to naturalForms, you will use our Designer tool which allows you to bring in the PDF background and overlay it with our proprietary digital intelligence making your custom forms smart forms. Don't worry, adding your forms is still super simple and quick to complete so your team will be filling out forms before you know it.

Once you have uploaded your PDF into the Designer, you'll simple add the field overlays to your PDF background by using what we call Field Tools. Just follow our Field Tools Overview to complete this step.

Additional intelligence such as calculations, conditional mandatory, logic and other related rules can be easily added to the template. To setup rules just follow our Rule Guides.

 

C. Name 'Identifiers' for Pre-Population | By default your data from Vtiger will prefill or what we call pre-populate from your Vtiger account into forms (also known as Documents). In order for this to occur you'll need to match the field 'Identifier' value in the Field Settings of a field in the Designer with the correct naming convention. Below is a screen shot of where this is located in the Designer:

Vtiger.Designer.Identifier.png

 

The fields available for Vtiger pre-population are outlined via the mapping document.

After you have completed the steps above your template will be setup and ready to be assigned to a user and for the integration to be enabled. 

 

2. Connect the Integration

The steps are outlined below:

A. Open naturalForms Integrations | To connect the integration, access the 'Integrations' settings tab from within your naturalForms web portal.

accountPortal.Integrations.Vtiger.png

 

B. Authorize Connection | Use the 'Connection"  menu item to open the sign in screen to connect the integration.accountPortal.Integrations.Vtiger.Connect.png

 

On the connection screen, enter the email, access key and webhook URL for the user on Vtiger.

accountPortal.Integrations.Vtiger.SignIn.png

 

C. Enable Template Settings | Once you have authorized the connection the list of templates you have setup in naturalForms is displayed. To enable a template to be used with Vtiger, just change the Status from off to ON.

accountPortal.Integrations.Vtiger.Template.Setting.png

 

 

3. Start Using

Once you have enabled the integration, you are ready to start using the integrated applications.

A. Start a Document | Open a Contact, Invoice, Quote or Organization inside of your Vtiger account. Once an item is open, a naturalForms drop-down will be displayed.

Vtiger.Contacts.nF_Button.png

 

Click on the naturalForms drop-down and select the desired template.

Vtiger.Contacts.nF_Button.Template.png

Note: You may be required to sign in or authenticate with your naturalForms email and password.

 

The document is created and pre-populated (if setup to do so) and opens in a new browser tab.

Vtiger.Contacts.Document.Edit.png

The remaining field data can be collected as needed. Once all of the desired information is captured, the document can be submitted (or completed) or sent for signature (what we can Send to Sign). Click on the 'Submit a Document' (or Share) button to complete or request signature.

Vtiger.Contacts.Document.Submit.png

Refer to the corresponding help articles here for more details on Submission and Send to Sign.

 

B. Access Completed Documents | Submitted documents are automatically synced into the corresponding contact, invoice, quote or organization where the document was created. To access the documents, navigate to your Vtiger account and open the corresponding directory or Documents location.

Vtiger.Contacts.Documents.png

 

 

Common Questions:

Can I use my existing forms?
Yes. The application is specifically designed to allow customers to use any of their
custom forms. All that is required is a PDF of the form design which is used as the
template background inside of naturalForms. The naturalForms Designer enables
customers to use a simple 'drag-in-drop' tool to make smart and intelligent
documents.

 

Can I complete documents offline?
Yes. The application works fully offline, allowing users to capture document
information, including signatures, photos and sketches. Once the user is in an area
with a connection, the documents can be quickly batched up and submitted to
Vtiger.

 

Is the data secure and confidential?
Absolutely! naturalForms is HIPAA certified and leverages all the leading industry
protocols and standards to ensure the data is both trusted and secure.

 

Are documents legal and binding?
Yes. Documents are considered legal and binding, as the technology standards
available in the market today. However, exact legality is not a responsibility of
naturalForms but should be based on the requirements of a
organizations specific legal needs.

 

Can I complete documents in the app and on a desktop?
Yes. Document data can be collected in the app, available for both iOS and Android
(tablets and phones)...as well as through any browser running the naturalForms
web portal.

 

 

 If you have any questions please submit a support ticket.

Have more questions? Submit a request

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