In this article, we will show you how to automatically trigger a custom event upon the completion of a Drafter questionnaire by a respondent.
There are many examples of possible ways of using the New Automation Builder Trigger: Drafter Questionnaire Completed.
For instance, the completion of a new hire questionnaire will trigger the creation of an employment contract in Contractbook and send a Slack message to notify relevant stakeholders about it.
As an example within this article, we will configure the completion of a loan agreement questionnaire that will trigger the creation of a new "Loan agreement" draft in Contractbook, including all the details filled in the questionnaire by the respondent.
Remember that you can use other action events following the trigger such as "Add to a shared folder".
Here is a short video tutorial of the automation setup, and a step-by-step guide follows right after:
How to set up custom automation based on a completed questionnaire?
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 Drafter questionnaire completed trigger from the drop-down menu. This will automatically open a configuration window to the right in which you can define which questionnaire should start the automation:
You can assign the trigger to that precise Drafter questionnaire you need since all of the available under your account questionnaires will be listed under the drop-down list:
After choosing the correct questionnaire, confirm by clicking on Save and the next step in the automation setup will be displayed.
This 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 Create a draft.
A new configuration window will appear on the right side of the screen. Start off by selecting the template, which will be used for the creation of the draft.
You can search for the template by name in the drop-down list. Remember to use the small eye icon to review the document, if you want to make sure this is the exact template you want to pick:
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.
You will be able to use all the data fields connected to the answers from the questionnaire filled in by the respondent (the one you have chosen in the previous setup step) and auto-populate them into the respective Party and Signee fields of the draft which you want to be automatically created with the questionnaire completion - all of this can be done under this tab.
Once the Party is defined, you can then associate the needed Signee's details with it from the field following below:
You can add signees to the same party which will allow 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.
Alternatively, you can fill in the properties of each field manually, as we have done in the example of the second Party and the associate to its Signee:
Continue adding as many Parties and Signees as you need for the draft and once that step is completed, you can move to the Data tab.
How do I use the Data tab?
Under the Data tab you can choose which data points (variables) from the questionnaire you would like to add to the body of the contract draft:
Note: You can also use the completion timestamp in the list of data points under the Data tab. In order to auto-populate the date of completion in the new draft, you can pick Completed at Questionnaire variable from the drop-down list:
The data will be automatically fetched from the completed questionnaire and then populated in the respective editable field in the new draft, created from the template you have selected in the previous step:
Once you have added the editable fields you wish to include in the draft, click on Save, which will lead you to the next configuration tab.
How do I use the Attachments tab?
After the Data tab has been configured, you can proceed with utilizing the features of the Attachments tab:
You can use this tab to provide any number of direct URLs to files that will afterward be added to the draft created as a result of the automation setup.
This means that all relevant previews will be auto-generated, and the attached files will furthermore run through OCR.
What type of files can I attach?
The attachments can be up to 48MB each, and you can add a direct link to any of the following formats: csv, doc, docx, jpg, jpeg, pdf, png, txt, xls, xlsm, or xlsx.
In addition to that, you can directly fetch answers to file upload types of questions from your Partner Tools Questionnaire which you selected in the first configuration step of the automated workflow. You can then use these uploads as variables in the Create a draft configuration step:
All available upload questions added to the questionnaire you have selected in the previous configuration step, will be available for selection under the Attachments tab. You can locate all the available options under the questionnaire variables that include URL in their name:
Note: If the Upload question you have added to your questionnaire in Partner Tools has a Loop logic applied to it, you will not be able to fetch the uploaded file and use it as a part of the automation setup of the new draft's creation under the Attachments tab.
Once you have completed the Attachments configuration, confirm all settings by clicking on Save and the final step of the automation will be displayed.
How do I use the Other tab?
Finally, you can use the Other tab to customize your message to the draft's recipient/s by combining text input and editable fields from the body of the draft:
Lastly, you can give the automation a new name from the upper left-side corner (by clicking on the small pencil icon) and click on Publish once the configuration is completed:
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 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 to see. 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 the Drafter questionnaire completed automation?
For the test to be performed, you need to login to Partner Tools with your credentials, find the Questionnaire which you have chosen in the trigger event of the automation configuration, and click on it.
Then go to the Questionnaire tab and enter the preview mode of the questionnaire by clicking on the small eye icon on the right-hand side:
This will allow you to fill in the questionnaire as any of the respondents would normally do:
As soon as the questionnaire has been completed, go back to your Contractbook account and check the in-app 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 change the automation back from the configuration settings.
In case the automation has run successfully, you can open the new draft which was created automatically by clicking on the link in the notifications window:
The body of the draft must be auto-populated with all the data which you inserted while filling in the questionnaire during the previous test step.
The Parties and Signees and their details should be the same as the properties you have chosen under the configuration of the second automation step (Create a draft).
Now that you have tested the automation workflow, you are ready to start using it and save time by creating automatic workflows connected to a Drafter's Questionnaire completion.
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.