Add to a shared folder automation

Keep everything in sync. Ensure that all of your supporting documents and files are supplemented by their signed counterpart. With Contractbook automation builder you can automate the process of ensuring that signed contracts are kept in order by adding them to the correct shared folder as soon as they are fully signed.

Here is a short video tutorial of the needed for the automation setup steps, and a step-by-step guide will follow right after: 

How to automate adding signed contracts to a shared folder with Contractbook?

Click on Automations tab from the main menu and then on the blue button Create new at the upper right-hand corner.

How can I configure the trigger event?

You will be redirected to a pop-up window where you can customize the automation's setup. To begin with, select the Contract is signed trigger from the drop-down menu. This will automatically open a configuration window to the right in which you can define which contract should start the automation.

You can assign the trigger to every contract, only contracts drafted from a specific template or only a specific contract. For the most efficient automation flow, we recommend that you choose to use Every contract drafted from a specific template.

This will allow you to automatically add a signed contract created from a specific template to a shared folder:

After you have selected one of the three main options, you can then use the search bar to find the particular contract, draft, or template you want to base the automation flow on by name. If you have several documents sharing the same name, you can click on the small eye icon and this will directly open the particular document:

After choosing the correct file, you can proceed with choosing which signature should start the automation.

This extra configuration enables you to pick whether the trigger of the automation should be executed after each time a signature is completed by a Signee added to the contract (Every signature) or only after the last signature that defines the contract as fully signed is completed (Final signature):

Use the drop-down list to select the option which will define whether adding the signed contract to a shared folder should happen after each signature or only after the last one.

In our use case, we will choose the Final signature option under the automation setup and expect all required signatures to be added first, in order for the signed contract to be automatically added to the selected shared folder:

After completing the trigger event configuration you can confirm all customizations by clicking on Save and the next step in the automation setup will be displayed.

How can I delete the trigger in the Automation Builder? 

At the very bottom of each trigger configuration window, you have the option to delete only this specific trigger and not the complete automation:

How can I configure the action event?

This adjustment step is covering the action that the automation trigger you have just defined will generate. You can use the search bar to locate the option Add to a shared folder:

The first detail in the action step of the automation configuration is the Document ID of the template which will be used to execute the automation. It will be automatically fetched and available under the respective required field under the Add to a shared folder window:

The next field will allow you to pick which specific shared folder the signed contract will be automatically added to. You can search by name until selecting the correct location:

Once you have everything done, click on Save to confirm the configuration of the automation flow and then Publish in the upper right-hand corner:

How can I delete action in the Automation Builder?

At the very bottom of each action configuration window, you have the option to delete only this specific action and not the complete automation:

How can I rename the automation?

You can always rename the automation as you find fit by clicking on the small pen icon next to the generic title in the upper left-hand corner. In the example we are working with, we will call it "Add signed Sales contracts to a shared folder":

How can I make changes to published automation?

Note: If at one point you need to make any changes to the automation flow, remember to unpublish it first, then make the needed edits and click again on Publish to put the flow into use. You can control that by turning the Status toggle bar on or off: 

How can I use the Activity feed of my automation?

If you click on the three grey dots next to the status toggle bar, you will be able to open, rename, delete or see the activity feed of the automation. Remember that the automation must be active (published) in order for the activities to be available to view. This option allows you full traceability of the automation's usage and flow.

In the activity sidebar, you will be able to see all the details of when the automation was used and the steps which were 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:

Note: You can adjust the email and in-app notifications under Profile Settings for your account.

How can I test adding a signed contract to shared folder automation?

For the test to be performed, you can just add yourself as a signee, then first save the template as a new draft, turn it into a contract by sending it to yourself, and sign it. Remember to choose Only me as the signature method at the top of the draft. You will then be able to fully sign the draft only by adding your signature. 

As soon as the contract has been signed, go to your documents overview and check the Notifications under your account. The status of the automation will be listed there as either successful or failed.

How can I fix a failed automation? 

In case the automation has failed, you can access the detailed view by clicking on the failed notification in the list.

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 automation back from the configuration settings.

How can I check the automation runs successfully?

In case your automation has run successfully, you can then open the shared folder by clicking on its name in the activity sidebar view and the signed contract created from the template you have defined in the automation flow will be located at the top of the documents list in the folder. 

Now that you have tested the automation workflow, you are ready to start using it actively and save time by automatically adding signed contracts to the correct shared folder.

With our in-app automation builder, you ensure that you always have your documents organized and shared with the relevant parties.

Note: Automated workflows and integrations are available for the users on Foundation with any of our Add-ons.

You can find more automated workflows you can tailor to your needs with our in-app automation builder here.

If you still need additional information or assistance, reach out to us at any time via our Online Support Chat or by sending us an email.