Workflow Trigger - Documents & Contracts
What is the Documents & Contracts Workflow Trigger?
The Documents & Contracts workflow trigger allows you to automate actions based on changes in the status of documents or contracts within your CRM. This trigger activates workflows when a document is sent, viewed, signed, or completed, enabling you to streamline processes like notifications, contact tagging, or pipeline updates without manual intervention.
Key Benefits
Using this trigger offers several advantages for managing document-driven processes:
- Automated Follow-Up: Initiate workflows instantly when a document reaches a specific status, ensuring timely communication and action.
- Improved Record Keeping: Automatically update CRM fields or external systems based on document activity, reducing errors and manual data entry.
- Targeted Automation: Apply filters to trigger workflows only for certain document templates, recipient types, or values, making automation highly specific.
- Enhanced Team Collaboration: Send internal alerts when key document actions occur, allowing teams to respond promptly.
- Personalized Client Interactions: Use data from documents or contacts to customize communications, maintaining a professional and client-focused approach.
How to Configure the Documents & Contracts Workflow Trigger
Step 1: Create a New Workflow
Navigate to Automation from the left-hand menu, then click the + Create Workflow button. Select Start from Scratch to build a custom workflow.
Step 2: Add the Trigger
In the workflow builder, click + Add New Trigger. Scroll to the Payments section and choose Documents & Contracts.
Step 3: Name Your Trigger
Enter a descriptive name in the Workflow Trigger Name field to help identify its purpose later.
Step 4: Apply Filters
Click Add Filters to define specific conditions for triggering the workflow. Available filters include:
- Recipient Type: Choose whether the trigger applies to Contact or Business User actions.
- Status: Select from statuses like Sent, Viewed, Signed/Accepted, or Completed.
- Template: Specify a particular document template to limit the trigger to certain agreements.
- Value: Use numerical or monetary values with operators (e.g., Greater than) to trigger based on document value thresholds.
Step 5: Save the Trigger
After configuring your filters, click Save Trigger to activate the workflow based on your defined criteria.
Frequently Asked Questions
Can I trigger different workflows for Contacts versus Business Users?
Yes. The Recipient Type filter allows you to specify whether the trigger should activate for Contacts (external users like clients) or Business Users (internal team members). This enables separate workflows for client-facing documents versus internal approvals.
What happens if a document is both viewed and signed?
The trigger will activate for each status change individually. If a document is viewed and later signed, the workflow will run twice—once for each event—provided the filters match both statuses.