Trigger growth with contract automation
Contractbook is an all-in-one contract automation platform that allows you to create, sign and organize your contracts in a single streamlined flow. Thanks to a dynamic and data-rich format, Contractbook unlocks business intelligence in your contracts and enables you to build automated workflows.
With our in-app automation builder, you can automate every part of your contract workflow. In this article, we will show you how to automatically share a new contract draft.
How to automatically share a new contract draft?
With the help of our automation builder, you can now automatically share a new contract draft with the relevant collaborators as soon as it has been created from a specific template you own (as an example we will uncover within the article, but you can use other trigger events such as sharing an updated draft or fully signed contract).
Here is a short video tutorial of the automation setup, and a step-by-step guide follows right after.
Click on 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 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 in general 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 you want to base the automation flow on.
Note: Only the owner of a document is allowed to share it with others. If you are not the document owner, the automation will fail. Therefore in this step, you need to select one of your own templates.
In our example, we will pick "Employment contract".
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.
This step covers the action that the automation trigger you have just defined will automate. You can use the search bar to locate the option Share a document.
A new configuration window will now appear on the right side of the screen. Here you will be able to define the parameters of the shared draft, including collaborators and customized recipients' message.
The first configuration block is the Document ID which will be automatically fetched from the first trigger automation event.
You can then create a customized message which will be sent via email to the parties you share the draft with.
In order to compose the message, you can type in any text input and combine that with the use of variables (editable fields) from the template used in the trigger event step (draft is created).
You can do that by searching and populating the variables across the message field:
Here is the message that the collaborators of our shared draft will receive via email along with the document:
Once you have customized the message as you want, you can then proceed with specifying the collaborators who will receive the shared document:
Just as sharing a draft or a contract manually, edit permissions will be granted only if the selected document is a draft. For pending and signed documents, collaborators will be granted view permission only.
Note: You can add a collaborator by email, either from the variables or people tab. If you want to use a variable, make sure the editable field in the template used for the draft (in the trigger event setup) contains an email address. If the editable field addresses a name or any other contact detail instead, that will not be sufficient to identify who the collaborator is:
You can add as many collaborators as you need and select their permissions individually:
Here is what the Share a document automation step will look like at the end of the configuration in our example:
Once you are done with the automation setup, you can click on Save to confirm the configuration of the automation and then Publish in the upper right-hand corner to set it into active use.
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, let us call it "Share new employment draft":
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:
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 both drafts from this view - this will automatically open them for review:
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 create new draft automation?
For the test to be performed, you can generate a new draft from the template you used in the first step of the automation setup and if needed, fill in any of the editable fields or body text.
As soon as the draft is created and saved, go back 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.
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 make the needed changes.
In the case above, we need to go back to the "Employment contract" template used in the first automation step and change the editable field used to fetch one of the collaborators to an email address.
Each collaborator is identified by email address, the value of the used in the automation setup editable field must therefore be matching.
In case the automation has run successfully, you can now find the newly created draft shared with the exact same collaborators you have configured under the second automation step. Click on the draft's name from the activity feed to open and review its details.
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 sharing a new draft with the relevant parties.
Note: In-app automated workflows are available for users on Foundation plan.
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.