Workflow Trigger: Documents & Contracts

The Workflow Trigger for Documents and Contracts empowers users to effectively manage document and contract workflows by enabling precise actions based on their status. In this article, we'll delve into the intricacies of this trigger and explore its practical applications in optimizing document and contract management processes.

How to Use the Workflow Trigger for Documents and Contracts

Accessing the Workflow Builder: 

Navigate to Automation on the left > Workflows on the top and create a new workflow or edit an existing one

Selecting the Trigger:

 Choose the "Documents & Contracts" trigger option to initiate the workflow based on document or contract activity.

Filtering by Template: 

Utilize the new filter option to specify the template of the document or contract triggering the workflow. This allows for targeted actions based on the document type.

Defining Recipient Type:

Further refine the trigger by specifying the recipient type, whether it's a business user or a specific contact. This ensures that the workflow is activated based on the intended audience.

Filtering by Status: 

Users can filter workflows based on the status of documents and contracts. Available statuses include completed, sent, signed, and viewed, providing comprehensive control over workflow automation.

Saving the workflow:

Press Save in the top right corner of your browser to save the workflow

If your Workflow is ready to be enabled, make sure the toggle switch under Save is set to Publish

Be sure to test your Workflow to make sure it is set up correctly using the Test Workflow button next to the Publish toggle switch. 

For an in-depth overview of Workflow Testing see our article, “Using the Testing Features in Workflows”

Practical Applications

The versatility of this workflow trigger opens up a myriad of use cases across various industries. Here are some practical applications:

Pipeline Progression:

Align document and contract status with your sales pipeline stages. 

Automatically advance opportunities when documents are signed or contracts are executed, streamlining the sales process.

Automated Follow-ups:

Set up automated reminders for recipients who have viewed but not signed documents within a specified timeframe. This proactive approach ensures timely follow-up and increases conversion rates.

Document Tracking:

Keep a comprehensive record of document and contract activities within your workflows. Monitor the journey from creation to execution, gaining insights into engagement levels and bottlenecks.

FAQs

Q: What types of documents and contracts can I use with this trigger?
A: You can use any document or contract that has been set up with specific templates in your system.

Q: Can I apply multiple filters to the workflow trigger?
A: Yes, you can use multiple filters, including template type, recipient type, and document status, to customize the workflow trigger.

Q: How do I know if my workflow is functioning correctly?
A: Utilize the "Test Workflow" feature to simulate workflow actions and ensure that it operates as expected before publishing.

Q: Can I modify the workflow after it has been published?
A: Yes, you can edit and update the workflow settings as needed. Just make sure to save and republish any changes.