Can I create centralized automations shared with the rest of my team?
It is possible to use Contractbook automations with the rest of your team in three different ways:
By utilizing Shared templates:
There is an important Team management setup that must be fulfilled in order for that setup to run properly. The teammates you want to be able to run the automation need to have access to your drafts and you need to have permission to see their drafts as well. This is an additional team permission level that can be set up by the team owner of your team.
If you want to create an automation flow that runs across active members' accounts in your team, you can achieve that with the use of Shared templates.
When configuring the trigger event of the automation, you need to choose a shared template you own or have been shared with you.
Templates shared with you will be listed under the Shared with me category in the respective drop-down menu:
In case you own the template and have shared it with others, it will be located under My templates in the drop-down menu.
With this selection, you make sure that each time a draft has been created from the shared template and it was signed, your own automation will run successfully across your teammates' accounts, regardless of whether you or another team member has created and signed the draft.
By utilizing shared drafts:
The document owner can configure automations without the need for management of the documents that are created as a result of running those automations. He/She can now allow external collaborators to have managerial control over these documents instead:
You can combine that action with “Create draft” following it and this will automatically create the new draft under your account while giving management rights (Full access permission) over that draft to any collaborator:
Example Use Case:
- An "Employment Contract" is Signed by you (as the document owner) and a new hire
- Then automatically Share the document with Full access given to your HR assistant
- And automatically Create a reminder for salary negotiation assigned to the same HR assistant
Note: You can utilize any Party or Signee variable when defining the draft's collaborator in the "Share a document" setup in the Automation Builder, manually type in, or select their details from your Contact list as we have done in the video above.
Read more about configuring Share document automation in-app here.
If you want to learn more about all types of permission rights a document owner can give when sharing a draft, click here.
By creating automations from the Team Owner's account:
This type of centralized automation will allow all members of a team to gain access to documents created as a result of automations, without having to create them under their own accounts.
This third option is the best resolution for the following use case:
- When a new "Sales contract" draft is created from a shared template by any of the team members with access to it, then:
- Automatically add that draft to a shared folder with all drafted sales agreements, which is shared with the rest of the team
The Team Owner has full managerial rights over all Team documents by default. Therefore, if anyone from the team creates a new draft, the Team Owner can configure an automated workflow in which this draft will be Added to a shared folder.
You can use this type of setup and customize it to fit your own business use case. For more available options of workflow configurations within the in-app Automation Builder, click here.
You are now able to build centralized automations in a way that enables you and your entire team to save time and eliminate manual tasks, and errors by automating workflows where the data moves seamlessly between your tools.
Get ahead of the curve, automate your tasks and obligations through self-executing documents. Get proactive and ensure you meet all your deadlines. Click here and learn more from our experts.
You can also download our latest Ebook and learn about automation possibilities and how to put your contracts on autopilot.
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.