How to automatically create a new contract draft when a deal stage in HubSpot is changed?
With the contract template and your Contractbook connection with HubSpot ready, we can begin setting up the automation flow.
- Click on Automations tab located in the top menu and then choose My automations from the left-hand sidebar.
- You will see a few recommended predefined automation flows that you can select and use. In order to create your own, click Create new button from the upper right-hand corner.
How can I configure the trigger event?
The first thing you need to do is to set the trigger event which must occur in order for the automation to be executed.
In this instance, we will use Deal stage is changed:
Then we need to configure which deal stage will initiate the automation flow - you can choose the one which matches your use case but for the purpose of this article, we will select Contract drafted.
To move on to the next step, just click Save.
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 add an additional condition to the HubSpot deal?
In the next stage, you can fine-tune your automation by setting up additional conditions for when it should run. Select Only continue if from the drop-down list.
The logic beneath "Only continue if" is that you can combine different conditions which must be met in order to continue after the event of the automation defined under "When" is triggered.
You can choose to add AND logic which means that all configured conditions need to be met, or OR logic that will be met if at least one of the conditions is true:
In our example, we add the HubSpot's deal owner's email as a condition - it must be equal to firstname.lastname@example.org in order to proceed:
You can use the search bar to select any HubSpot variable and assign a conditional logic to it and this way customize the flow fully as you find fit:
Using HubSpot Deal contact variables:
In addition to the above type of variables, you can now return the Deal contact list variables too. This means that you can access any deal contact and the associated with it properties directly from the Automation Builder:
The Deal's contact variables will be available in all following after the trigger event steps as well. Scroll down to the sections under Variables and select the specific HubSpot contact variable you want to include in the automation step you are configuring.
Once you complete the Only continue if automation logic with as many conditions as you need, you can move on to the next configuration.
How can I configure the action event?
Now we need to tell the system what action to take when the trigger event occurs and the conditions we defined are met.
Click on the small plus icon under the "Then" part of the automation setup and select Create a draft from the drop-down list. This will automatically open a new configuration window in the right-hand sidebar:
Here you can choose the exact template you want to use to create the new draft:
Now three different tabs will be available for you to configure the details of the draft you want to create further.
Who becomes the owner of the new draft once the automation is run?
If a draft is created by the Create draft automation action, the automation creator will be automatically assigned as the owner of the new draft, disregarding if the chosen in the automation trigger event template is one of Contractbook premade templates or a template shared with you instead of one you own yourself.
In case you need to change this generic setup, you can do that by creating an additional automation step Share document right after the Create draft automation step.
In this extra automation step, you can grant any collaborator full edit rights and privileges to send the new draft for signature. They will then have almost the same permissions as the document owner themselves. The only limitation will be that they will not be able to see the Version History of the draft.
How do I use the Details tab?
Use the Details tab of the configuration to start off with naming the draft which will be created, then fill out the party and signee details.
Any contact information that already exists in the Party and Signee sections of the template will get auto-populated here and you can add as many Parties (or additional Signees to an existing Party) as you need in addition to that:
You can select either a Private person or Company profile type for each Party and search for variables from your HubSpot deal, type the data in manually or pick a Contact existing under your Contractbook account.
Under the Company contact profile, there is an additional option to use a public search for your ease:
This option allows you to auto-populate all details related to a company found by ID or name within Denmark, Sweden, or Norway:
You can add signees to a party which will allow you to sign the draft with multiple signees from one party.
If you choose to select variables, they will get auto-populated in the respective Party and Signee field details (Representative name, title and email):
How do I utilize the Details tab to use Party or Signee variables in my automation?
You can also use any of the pre-existing Party and Signee variables to auto-populate the Party and Signature fields of the automatically created draft.
Another possible use of the variables is to display the names of both Signees directly in the new draft's title, by automatically fetching their properties.
Here is a link to our article that can help you with the needed details of using Party or Signee variables in Contractbook in-app Automation Builder.
How do I use the Data tab?
Now we can move to the Data tab in which you can choose which data points (variables) from HubSpot you would like to add to the body of the contract draft.
Once you have added the data points you wish, click Save.
How do I use the Table tab?
In the next configuration tab called Table you will be able to enrich your draft with dynamic tables. If there are any dynamic tables in the template you use for the automation setup, you can select and connect them to the relevant HubSpot data source.
After the connection is established, you will be able to name and auto-populate the columns of the dynamic table with selected HubSpot deal variables:
How do I use the Other tab?
The final configuration is under the Other tab which is used to customize your message to the recipient/s by combining text input and any HubSpot variable:
This is the message which will be sent to all draft recipients.
Lastly, you can give the automation a name in the upper left-side corner and click on Publish:
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:
We will now move on to the next automation flow covering the post-signature phase:
How to automatically update a deal when a contract is signed?
With the creation phase set up, we now want to make sure the deal is also easily accessible in HubSpot and updated as soon as the draft created in the previous automation flow is fully signed.
Head back to the Automations tab from the main menu and click on Create new.
The trigger event of the post-signature automation will be Contract is signed. Once you select the option from the drop-down list, a configuration sidebar will open to the right of the screen.
Use it to select Every contract drafted from a specific template and choose the exact same template you used in the previous "Creation phase" of the automation setup:
If you have several templates sharing the same name, just click on the small eye icon and the document will directly open for your review.
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 updating a HubSpot deal should happen after each signature is added to the selected contract 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 trigger the HubSpot deal update.
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 add an additional condition to the signed via Contractbook contract?
Just as we did before, proceed with Only continue if... condition under Then:
You can replicate the setup you have defined in the previous automation, but this time by basing it on Contractbook variables (editable fields) from the chosen for the contract creation template:
The last step you need to configure is the post-signature automation action.
Choose Update deal from the drop-down list and define how to automatically update selected deal properties in HubSpot.
First, you need to specify which deal you want to update by choosing the corresponding Deal ID from the template's editable fields or typing it in manually.
Then choose which deal's property to update with what value. You can add and customize as many properties as you need, but there is a minimum requirement for at least one HubSpot property.
In the instance of our article Deal stage will be automatically updated to Closed won as soon as the contract is signed by all added Signees:
How can I start using my new automation flow?
Once you have determined all deal properties you wish to update and set up their values, you can click on Save to complete the setup.
After you have named your automation and every step above is done, click Publish in the upper-right corner:
You have now successfully created your own Contractbook in-app HubSpot automation.
The phases we configured will help you ease your contract and deals management flow, eliminate time and human errors with automatic updates in your contracts and data in your HubSpot system:
If you to know what properties you need in HubSpot to enable a successful integration, you can see the guide here.
Are you curious to learn more about Contractbook in-app HubSpot integration and how you can use it in your contract management? Here is a link to a demo designed for you by our experts.
If you still need additional information or assistance, reach out to us at any time by contacting our Support Team.