Using the Send Documents & Contracts Workflow Action

Overview

The Send Documents & Contracts action in workflows allows you to automate the creation and sending of documents like contracts and proposals. A key feature is the ability to create documents as drafts, which enables a centralized review process before they are sent to clients. This is particularly useful for teams where a specific person or department is responsible for finalizing all outgoing contracts, ensuring consistency and quality control.

Configuring the Action

Adding the Action to a Workflow

Within the workflow builder, click to add a new action. From the list of available actions, select Send Documents & Contracts.

Setting Up the Action Details

You will need to configure several settings for the action to work correctly:

• Action Name: Give the action a descriptive name for easy identification within your workflow.
• From User: Select the user from your account who will be listed as the sender of the document. This user's information will populate relevant fields.
• Template: Choose the specific document or contract template you want to use.
• Sending Mode: This is a critical setting. To enable a review step, select Create as Draft. This will generate the document but hold it in a draft state instead of sending it immediately. If no review is needed, you can choose Send Directly for fully automated delivery.

Dynamic Sender Field Assignment

If your selected template contains signature or fillable fields designated To be signed by → Sender, the action can automatically assign them. This eliminates the need to manually specify a signer each time the workflow runs.

After choosing a template with Sender fields, you will see an option to Assign Sender Fields To. You have two choices:

• From User: Assigns all Sender fields in the template to the user you selected in the From User dropdown at the top of the action.
• Template Owner: Assigns all Sender fields to the user who last updated or owns the selected template.

Managing and Sending Draft Contracts

When documents are created as drafts by a workflow, they are not sent automatically. To complete the process:

1. Navigate to the Documents & Contracts area of your CRM.
2. Locate and view the list of documents with a Draft status.
3. Open a draft to review its contents. You can make any necessary final edits or personalizations at this stage.
4. When the document is ready, click the Send button to deliver it to the contact. You can then track its progress (Sent, Viewed, Completed) from the same section.

Important Notes on Workflow Logic

Workflows evaluate conditions, like a document's status, at the exact moment a contact enters the workflow. If a contact's document status changes after they have entered a workflow (for example, from Sent to Completed), the workflow logic does not automatically re-evaluate or update based on that new status.

To build automation that reacts to document status changes (like when a contract is signed), you should create a separate, dedicated workflow that is triggered by events such as Document Signed or Document Completed.