How to automatically move a contract draft to a private folder?

With the help of our No Code Automation Builder, you can automatically move a draft created from a specific template to one of your private folders. 
Here is a short video tutorial on the automation setup:

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 Draft is created trigger from the drop-down menu. This will automatically open a configuration window to the right in which you can define which contract draft should start the automation.

You can assign the trigger to every draft you create or only a draft created from a specific template. For our automation flow, we will use Every draft from a specific template. 

If you have selected the second option as we did, you can then use the search bar to find the template on which you want to base the automation flow.
If you have several templates sharing the same name, you can click on the small eye icon and this will directly open it for review.

After choosing the correct template, confirm by clicking on Save and the next step in the automation setup will be displayed.

How can I configure the action event?

This step covers the action that the automation trigger you have just defined will generate. You can use the search bar to locate the option Move to a private folder.

A new configuration window will appear on the right side of the screen.

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 Move to a private folder window:

Here you will be able to select the private folder you wish all drafted contracts to be automatically moved to post creation:

All your private folders and subfolders will be displayed in the drop-down list overview. Use the field under Folder as a search bar: 

Once you have that step done, click on Save to confirm the configuration of the automation and then Publish in the upper right-hand corner to set it into use.

How can I rename the automation?

You can always rename the automation and each of its steps 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, let us call it "Vendor contracts - ready for review":

How can I make changes to published automation?

Note: If at one point you need to make any changes to the automation, remember to unpublish it first, then make the needed 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: 

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 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 and inactive to be deleted. 

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. You can also click on the folder and draft which will automatically open them:

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 Contractbook move to private folder automation?

For the test to be performed, you can just create a draft from the template you used in the automation which is also the trigger event in the setup.

As soon as the draft is created, 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 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 automation back from the configuration settings.

In case the automation has run successfully, you can now find the new draft in the private folder you used in the second configuration step.

Now that you have tested the automation workflow, you are ready to start using it to save time, reduce errors and scale your business by automatically organizing your legal documents in the relevant folders.

If you still need additional information or assistance, reach out to us at any time by contacting our Support Team.