Task is done - automation trigger

Using the "task is done" automation trigger

With the help of our in-app automation builder, you can send a contract for signature automatically as soon as a specific set of approval tasks are marked as completed.

Here is a short video tutorial of the needed for the automation setup steps, and a step-by-step guide will follow right after:

How to set up a "task is done" automation with Contractbook?

• 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 specify when the automation shall start, select a Task is done option from the drop-down menu:

• This will automatically open a configuration window to the right in which you can define which contract and type of task should start the automation.
• The first thing you need to do is set the trigger event for the automation to be executed.
• You must pick which document contains the tasks that should start the automation.
• You can assign the trigger to any document drafted from a specific template or only a specific document.
• We recommend using "any document drafted from a specific template" for the most efficient automation flow.
• This will allow you to automatically send a contract for signature (only one of the possible actions, but you can freely customize the entire workflow as it best fits you) each time a specific flow of tasks assigned to this selected document is completed:

• Depending on the selected from the drop-down list option, you will have the possibility of choosing a different type of file matching the chosen group. 
• After selecting one of the three main options, you can use the search bar to find the particular contract, draft, or template you want to base the automation flow on by name.
• If you have several documents sharing the same name, you can click on the small eye icon, and this will directly open the particular document allowing you to review:

After choosing the correct file, you can continue with the remaining settings under the same configuration window.

Start with defining which task type should start the automation. You can select one of the following options:

• Any task

• Approval

• Review

• Update

• Inform

• Milestone

• Obligation

• Renewal

• Expiration

• Custom task

Note: You can only mark a task as completed if you are the individual assigned to it. 

• Remember that the automation flow will get executed if the document owner is assigned to the task that eventually gets resolved and when any other external assignee completes the task.
• Based on the chosen type of task, you can then continue with the customization of when the automation should start.
• You can trigger the automation flow when at least one task from the selected type is completed or when all tasks from this type found in the document are done.
• In the example we are showcasing, all approval tasks added to the selected document must be done for the contract to be automatically sent for signature:

• Once you have customized the trigger event, you can confirm by clicking on Save, and the next step in the automation setup will be displayed.

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 configure the action event?

• This adjustment step covers the action the automation trigger you have just defined will generate.
• You can use the search bar to locate the option which suits your use case.
• For the use of our guidance, we will select Send for signature:

• A new configuration window will appear on the right side of the screen.
• Here you can customize the contract properties, which will be sent for signature once the automation run.
• The first detail in the automation configuration's action step is the template's document ID, which will be used to execute the automation.
• It will be automatically fetched and available under the respective required field under the Send for signature window:

Can I auto-sign the contract before sending it?

• In the new configuration window, which will appear on the right side of the screen, you can customize the signature process for the selected document, which will be sent as a result of the automation.
• Firstly, the Document ID will be fetched from the draft and automatically populated in the respective field:

You will be allowed to select the following options:

• Auto-signing the contract on your behalf before sending it for signature (if you are defined as a signee)
• Using the company as the email signature notification sender (white-labeling)

❗️Important: If you want the contract to be automatically signed on your behalf before sending it for signatures to the remaining signees, you need to be either the first signee in the required sequence or there should not be a specific signing order selected for the contract.

If the signing order is set to random, you need to be present on the signees list but do not necessarily have to be the first one supposed to sign the contract.

• Once everything is done, click Save to confirm the configuration and then Publish in the upper right-hand corner.

How can I delete action in the Automation Builder?

• At the bottom of each action configuration window, you have the option to delete only this specific action and not the complete automation:

How can I rename the automation?

• You can always rename the automation and its configuration 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, we will call it "Approval workflow for the Consultant Agreement":

How can I make changes to published automation?

• If at one point you need to make any changes to the already published automation flow, remember to unpublish it first, then make the necessary configuration edits and click again on Publish to put the flow into practice and save all the changes.
• You can control that by turning the Status toggle bar on or off: 

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 can open, rename, duplicate, delete, or see the activity feed of the automation.
• Remember that the automation must be active (published) for the activities to be available to you.

The Activity overview enables you full traceability of the automation's usage and flow:

• In the activity sidebar, you can see all the details of when the automation was used and the steps 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 has been executed:

Note: You can adjust only your account's email and in-app notifications under Profile Settings.

How can I test "task is done" automation?

• For the test to be performed, you can just add yourself and any other party as a signee, save the chosen in the automation configuration template as a new draft and assign the selected type of task to yourself from the task sidebar.
• This way, you can mark the tasks as done from your profile without having to leave it for running the test.
• For our example in this article, we will use a combination of three different Approval tasks assigned to the same document.
• Remember to choose Me and others as the signature method at the draft's top.
• You will then be able to test the functionality of automatically sending a contract for signature when the task you configured is done.
• Remember to save the changes in the draft before marking any tasks as completed and returning to your profile to check if the automation workflow runs successfully.
• As soon as you have checked all the tasks as completed, go back to your documents overview and check the notifications under your account.
• The automation status 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 use the information found here to change the Task is done automation back from the configuration settings:

• In the case above, we need to go back to the action event in the automation configuration and select the correct corresponding to our selection Document ID.
• Note: To perform the automation action step of Sending the contract for signature, there must be at least one additional signee added in the required signature sequence in addition to yourself.
• The additional contract signees you have identified will also be the users to whom the contract will be sent once the trigger event has occurred and the automation has run.

How can I check the automation runs successfully?

• If your automation flow has run successfully, you can open the new pending contract created from the template you defined in the automation flow.
• The contract should be automatically sent for signature to the chosen by you signees with the same properties as the ones you have selected under the configuration of your automation.
• Depending on your customization, it will either be already signed by you or not.
• In our case, we have selected the option of signing the contract on our behalf before sending it further:

Now that you have tested the automation workflow, you can use it actively and save time by automating exclusive workflows based on completed tasks assigned to a document.

With the in-app automation builder, you ensure that you always meet that deadline.

Note: In-app automated workflows are available for users with paid plans.

Contact us anytime via our Online Support Chat or email if you need additional information or assistance.