Data field date is reached - automation trigger

In this article, we will show you how to automatically trigger a custom event upon a  data field value update.

How can I use the "data field date is reached" automation trigger? 

• The automation you configure will start when a data field date is reached in any document, any document drafted from a specific template or a specific document.
  • You can select all (any data field) or only specific data field with a date value that should be reached in your selected document.

There are many possible ways of using the automation builder trigger "Data field date is reached."

For instance, reaching a new negotiation date can trigger the creation of an approval task in a drafted contract and assign it to the relevant stakeholders. Completing the approval task can then automatically send the contract for signatures. 

As an example within this article, we will configure the automatic creation of a renewal reminder upon a renewal date data field value being reached in a signed sales agreement.

You can always use more elaborate workflows in combination with actions—for instance, the possibility of creating renewal reminders or approval tasks. You can find a complete list of all automation actions here.

How does the trigger event work successfully?

Automations with the trigger event "Data field date is reached" will be executed at 09:00 UTC.

Make sure to take this into account when using the trigger.

All data fields with a date value in the past, or those updated after 9:00 UTC with a value matching today's date, will not trigger the automation successfully.

In addition, for successful automation execution, you must have access to the document chosen in the Automation Builder in one of the following ways:

• The document is shared with you in a shared folder or by direct share document option.
• The template selected in the automation configuration is shared with you in a Space.
• You own the document which is specified in the setup.

Remember that you can create centralized automation from the team owner's account of the team you belong to, and this automation trigger will be used across all team members' accounts.

How to automatically create a renewal task once a date in a data field is reached?

Configuring the automation trigger:

• Click on the Automations tab from the main menu and then on the blue button Create new at the upper right-hand corner.
• You will be redirected to a pop-up window where you can customize the automation's setup.
• To begin with, select the "Data field date is reached" trigger from the drop-down menu:

• This will automatically open a configuration window to the right in which you can define which document and data field (or any data field) should start the automation.

• Choose which document contains the date data field(s) that should start the automation:

  • Any document
  • Any document drafted from a specific template
  • Only a specific document
• All available private and shared in spaces templates will be listed under the drop-down list.
• Then choose which specific date data field from the document must be updated to trigger the automation.
• Or select "Any data field" to indicate that the updates of any data field values will start the automation:

Can I choose metadata or recommended fields in the automation trigger?

• If you choose that "Any document" will start your automation, you will then be presented with a drop-down list including recommended data fields:

• If you choose a specific document or template to initiate the flow, you will then be able to choose between data fields present in the document body and metadata fields (which are not yet included in the document body but are present in the sidebar).
• Type in "data" in the search field, and you will see the list of both options under the "Added to the template" and "Other data fields" sections:

• After choosing the correct document and the data field(s) with the date value you want to use as triggers, confirm by clicking Save, and the next step in the automation setup will be displayed.

Configuring the automation actions:

This step covers the action (or several actions), which will happen automatically when the chosen date data field (or any date data field in the document) is reached.

• You can use the search bar to locate the option Create a reminder.
• A new configuration window will appear on the right side of the screen.
• The first detail is the Document ID, which will be automatically fetched from the "Data field date is reached" trigger.
• The following configuration steps allow you to customize the entire reminder by writing a title, choosing a reminder type (Milestone, Renewal, Obligation, Expiration), and adding a description by combining text input, contact details, and data fields.
• You can type in, search for any data field, and customize the details in this configuration step as you find fit.
• In the example we configure, we will select a renewal reminder task on each drafted sales agreement with the following title and description:

• In the following configuration step, you can invite assignees and followers by email or by searching for contact variables associated with them.
• Only assignees can mark the task as done and receive its alerts, while followers can only view the task.
• In our case, we will use the email address of the document owner to identify the assignee and the first contract signee as its follower:

How do I utilize the details tab to use party or signee variables in my automation?

• You can always use any party or signee variable when adding the details to your new reminder task's title, description, assignees, or followers.
• This can deliver essential details to the task's stakeholders fetched directly from the associated with any signee data.

Setting up a task due date and alerts:

In the following task configuration section, you can specify a due date for its completion.

There are two available options for the date type in the drop-down menu:

1. Manual or based on automation variable
2. Based on execution time

• The last property you can configure will be the additional alerts reminding the task assignees of the renewal.
• The alert date type can be based on the chosen due date or any automation variable.
• You can set as many alerts as needed, such as our example, which includes two notifications based on the due date:

• Once you have everything done, click on Save to confirm the configuration of the renewal reminder and then Publish in the upper right-hand corner.

Can I use a date from the document as the task's due date?

• You can choose manual or based on automation variable and pick any data field with date type as the due date of the automatically created renewal task.
• Then select to use this date or set a precise offset. 
• Usually, approval tasks will use the execution time as a due date, while renewal tasks will be based on a data point in the contract. 
• Important: Now you can select a data field value fetched automatically from the "data field date is reached" automation trigger:  

How can I publish my automation?

• Lastly, you can give the automation a new name from the upper left-side corner (by clicking on the small pencil icon) and click on publish once the configuration is completed:

❗️Important: If you need to make any changes to the automation flow at one point, remember to unpublish it first, then make the necessary edits and click again on publish to put the flow into practice.

• You can control that by turning the Status toggle bar on or off.
• If you click on the three grey dots next to the status toggle bar, you can open, rename, delete, or see the activity feed of the automation.
• Remember that the automation must be active (published) for the activities to be available to see:

• This option allows you full traceability of the automation's usage and flow.
• In the activity sidebar, you can see all the details of when the automation was used and the steps taken before it was triggered.
• Just click on the small arrow next to the date and time to expand the details:
• In addition, you will always be notified in-app in the notifications at the top navigation bar as soon as any of your automation flows has been executed.

❗️Important: You can modify your email and in-app notifications under profile settings for your account.

How can I test the "data field date is reached" automation?

• Your automation action must be performed when the data field date value is reached.
• Remember that this automation trigger gets checked every day at 9:00 UTC. 
• In our case - a new renewal task is automatically created in the draft from the chosen template.
• The automation status will be listed there as either successful or failed.

How can I fix a failed automation? 

• If the automation has failed, you can access the detailed view by clicking on the failed notification in the list under your profile notifications.
• In this view, you can identify the reason for the failure by expanding the failure to run details. You can then use the information found here to change the approval automation from the configuration settings.

How can I check the automation runs successfully?

• If your automation has run successfully, you can open the new task created as a result:

• Using the Contractbook task sidebar view functionalities, you can amend any changes to the created task, including marking it as resolved. 

Note: you can only mark a task as completed if you are assigned to it.

• Of course, you can also find the task in the general tasks management dashboard, which allows you to adjust the task's properties and directly access the assigned document.

Now that you have tested the automation workflow, you can use it actively to save time and effort.

With the in-app automation builder, you ensure that you always meet that deadline.

Contact us anytime via our Support Chat or email for additional information or assistance.