Foliowell setup guide
Foliowell fills your own Word templates with CRM data and saves the result as a PDF or Word file. Setup takes about ten minutes.
1. Make a template
Open Word (or Google Docs, then File > Download > .docx) and lay the document out the way you want it: letterhead, logo, fonts, tables, header and footer. Where CRM data goes, type a merge field in double braces. The Merge fields tab in the app lists every field your business account has; click one to copy it.
{{contact.first_name}},{{contact.full_name}},{{contact.email}},{{contact.address1}},{{contact.city}}, and your contact custom fields by their key, like{{contact.system_size}}{{opportunity.name}},{{opportunity.monetary_value}},{{opportunity.stage_name}}, and opportunity custom fields, like{{opportunity.site_address}}{{business.name}},{{business.phone}},{{business.full_address}}{{custom_values.license_number}}for your custom values{{user.name}},{{user.email}}: the team member assigned to the opportunity (or else the contact){{today}},{{document.number}}(counts up for each document),{{document.template}}
Not sure where to start? On the Templates tab, add a starter (a quote with line items, a certificate or a letter), download it, and change it in Word.
2. Format values with filters
Add a filter after a bar:
{{opportunity.monetary_value | money}}gives $6,400.00 (money:"EUR"for another currency){{today | date:"MMMM D, YYYY"}}gives October 2, 2026. Tokens: YYYY, YY, MMMM, MMM, MM, M, DD, D, dddd, HH, hh, mm, A{{contact.last_name | upper}},lower,title{{contact.company_name | default:"-"}}prints the text when the field is empty;{{contact.nickname | default:contact.first_name}}falls back to another field{{contact.system_size | number:1}},{{contact.tags | join:", "}},{{line_items | count}},{{line_items | sum:"amount" | money}}
3. Repeat rows for line items
Put {{#each line_items}} at the start of a table row and {{/each}} at the end of the same row. The row
repeats once per item. Inside it use {{n}}, {{name}}, {{description}}, {{qty}}, {{price}} and
{{amount}}. Below the table, {{totals.subtotal}}, {{totals.discount}}, {{totals.tax}} and
{{totals.total}} hold the sums, and {{source.number}}, {{source.issue_date}} describe the estimate or
invoice the items came from.
Line items come from the contact's latest estimate or invoice in your CRM's payments, or from text
the workflow passes in, one item per line: name | qty | price | description.
Repeating works outside tables too: {{#each contact.tags}}{{.}} {{/each}}.
4. Show sections only when they apply
{{#if ...}} and {{/if}} around text (or around whole paragraphs and table rows, each marker in its own
paragraph) keep it only when the condition holds:
{{#if opportunity.monetary_value > 5000}}...{{/if}}{{#if contact.state == "TX"}},!=,>=,<,<=(numbers compare as numbers, text ignores case){{#if contact.tags contains "commercial"}}andnot contains{{#if contact.company_name}}: the field is filled in- combine with
andandor;{{#unless ...}}...{{/unless}}is the opposite
5. Upload and check
On the Templates tab, upload the .docx (up to 5 MB). Foliowell reads every field in it and lists any your
CRM doesn't have, which usually means a typo. Set the template's name, default output (PDF or Word), the
file name (merge fields allowed, like Quote {{document.number}} {{contact.last_name}}) and, if you want,
a fixed currency.
6. Try it on a contact
On Try on a contact, pick the template, search for a contact, choose an opportunity and the line items, and download a test copy. Nothing is saved, and test copies don't count toward your plan. From the same tab you can also make the document once and save it to the contact.
7. Add it to a workflow
In a workflow, add the action Generate document and choose:
- Template and Output (PDF, Word, or the template's default)
- File name (blank uses the template's setting)
- Opportunity id: leave blank to use the workflow's opportunity, or the contact's latest open one
- Line items: none, the latest estimate, the latest invoice, or text you type (custom values allowed)
- Save and send: a note on the contact with the link (on by default), a contact file field, an email to the contact with the document attached (subject and message can use merge fields), a text with the link
The step has two paths, Generated and Failed, and gives later steps these values:
document_url, document_name, pages, saved_to, status and error. For example, update a contact
field with the link, or send an internal notification when it fails.
8. Many contacts at once
- From a smart list: select the contacts, choose Add to workflow, and pick a workflow with the Generate document action.
- From the Batch tab: pick a template and the contacts (a tag, a search, or pasted contact ids, up to 500), and choose a download: one PDF with every document (for printing certificates or letters) or a ZIP of the files. Every document is also saved to its contact. The download is kept for 24 hours.
PDF output: what to know
PDFs are laid out by Foliowell itself and follow your Word layout: page size and margins, fonts by style, bold, italics, colors, sizes, alignment, tabs and leaders, bullets and numbering, tables with borders and shading, header rows that repeat on each page, images, headers and footers with page numbers.
- Fonts are matched by style: sans serif fonts print as Helvetica, serif fonts as Times, monospace as Courier, at the width of the original, so line breaks land close to Word's.
- Floating text boxes, shapes, charts and multiple columns are left out of PDFs; the template check lists them. Use a table instead, or choose Word output, which keeps everything.
- Letters outside Western European alphabets (for example Cyrillic, Greek or Chinese) print as "?" in PDFs. Word output keeps every character.
Plan and usage
The header shows documents used this month (or in the trial). The plan includes 1,000 documents per month; test copies are free. When the allowance runs out, document steps take the Failed path with a clear message.
Removing Foliowell
History > Settings > Disconnect (admins), or uninstall from your CRM's app marketplace. Both delete your templates and history from our server right away. Documents already saved to contacts stay in your CRM.
Questions: hello@greatwork.company. We reply within one business day.