In this article, we will show you how to automatically create a new contract draft when a deal stage in Pipedrive is changed and how to update Pipedrive deal properties.
It contains the following topics:
- Step-by-step tutorial - draft a contract upon Pipedrive deal change
- Configuring the automation trigger
- Configuring the automation action
- Defining the draft ownership of the automation
- Using the details tab
- Using the data tab
- Using the table tab (dynamic tables)
- Using the other tab
- Updating a Pipedrive deal upon contract signature
- Using the automation
How to automatically create a new contract draft when a deal stage in Pipedrive is changed?
We can begin setting up the automation flow with the contract template and your Contractbook connection with Pipedrive ready.
- Click on Automations tab located in the top menu and then choose My automations from the left-hand sidebar.
- You will see a few predefined automation flows to select and use.
- 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 set the trigger event for the automation to be executed.
- In this instance, we will use the Deal stage is changed:
- Then we need to configure which deal stage will trigger the automation flow - you can choose the one which matches your use case, but for this article, we will select the Contract drafted:
- To move on to the next step, click Save.
How can I configure the action event?
- We must tell the system what action to take when the trigger event occurs.
- 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:
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 by 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 Pipedrive 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:
- If you choose to select variables, they will get auto-populated in the respective Party field details (Company name, Address, ID, Referred to as):
- You can add more Signees to one party, allowing you to sign the draft with multiple signees from one party.
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?
- After you have completed the above configuration, you can move to the Data tab in which you can choose which data points (variables) from Pipedrive you would like to add to the body of the contract draft or type them in manually. In our example, we will combine both types:
- Once you have added the data points you wish to auto-populate, click Save.
How do I use the Table tab?
- You can enrich your draft with dynamic tables in the following configuration tab, table.
- If there are any dynamic tables in the template you use for the automation setup, you can select and connect them to the relevant Pipedrive data source.
- After the connection is established, you can name and auto-populate the columns of the dynamic table with selected Pipedrive deal line items.
- This allows you to map the Deal products from Pipedrive to dynamic tables:
How do I use the Other tab?
- Use the Other tab to customize your message to the recipient/s by combining text input and Pipedrive variables:
- 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.
- We will move on to the following 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 want to ensure the deal is also easily accessible in Pipedrive and updated as soon as the draft created in the previous automation flow is signed.
- Head back to the Automations tab from the main menu and click on Create new.
How can I configure the trigger event?
- 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 extend to the right side of the screen:
- Use it to select Every contract drafted from a specific template and choose the template you want for this automation step.
- 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 Signee completes a signature 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 to define whether updating a Pipedrive deal stage should happen after each signature is added to the chosen 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 for the signed contract to trigger the Pipedrive 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.
- 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 draft created from a specific template and choose the same template you used in the previous creation phase automation setup.
- The next and last step to configure is the post-signature automation action.
How can I configure the action event?
- Choose Update Deal from the drop-down list and define how to update selected deal properties in Pipedrive automatically.
- First, you must specify which deal you want to update by choosing the corresponding Deal ID from the template's data fields or typing in one manually.
- You can use the search field to select any available Party or Signee variable from the template in this field as well:
- Then choose which deal's properties in Pipedrive to update with what value.
- You can add and customize as many properties as you need, but at least one Pipedrive property is a minimum requirement.
- In the instance of our article, the deal will be automatically updated to Closed won as soon as the contract is fully signed:
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, click 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 Pipedrive automation.
- The phases we configured will help you ease your contract and deals management flow and eliminate time and human errors with automatic updates in your contracts and data in your Pipedrive system:
- With Contractbook in-app Pipedrive integration, you can simplify pipeline and contract management.
- You ensure that your post-signature process reflects any changes in a contract by synchronizing all data back to the Pipedrive properties they came from.
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.