The "Send Documents & Contracts" workflow action allows you to automate the process of sending contract templates to clients or team members. This streamlines the contract management process, reducing manual effort and ensuring that the right documents are sent at the right time, all while maintaining consistency and professionalism.
How to Use:
1. Create a Workflow:
Navigate to Automation on the left > Workflows at the top and choose to create a new workflow or edit an existing one.
Set up a new workflow and choose a trigger to initiate the process.
2. Add Action:
In the workflow editor, add the action “Send Documents & Contracts.”
3. Customize Action Settings:
Choose the “From User” for contract creation and select your specific contract template.
Set the Sending Mode to either “Send Directly” or “Create as Draft.”
4. Publish the Workflow:
Publish and save the workflow.
Once the trigger fires, a draft contract will be automatically created and stored for review.
5. Review & Send:
The responsible person or team can finalize the draft from the Documents & Contracts section and send it once approved.
Pro Tips
Template Organization: Keep your contract templates well-organized by naming them clearly and categorizing them for easy access. This will help save time when selecting the right document for each workflow.
Use Drafts for Accuracy: Set your workflow to “Create as Draft” rather than sending documents directly, especially for critical contracts. This ensures that your team has a chance to review and make necessary changes before finalizing the document.
Set Specific Triggers: Be mindful of the triggers you select for contract sending, ensuring they align with key events such as client onboarding, contract renewals, or project initiation, so you send documents at the most relevant times.
Incorporate Conditional Logic: If you have different contracts for various client types, use filters or conditions to send the correct document based on criteria such as customer segment, service type, or contract length.
Track Document Status: Once contracts are sent or drafted, keep an eye on the document status for any approvals or actions needed, helping ensure timely follow-ups and reducing delays in the process.
Frequently Asked Questions (FAQ)
Q1: Can I send multiple document templates in one workflow action?
A: Currently, the "Send Documents & Contracts" action allows sending one document template per action.
Q2: Can I use this action for non-contract documents, like agreements or proposals?
A: Yes, the "Send Documents & Contracts" action can be used for any document type you choose, provided you have set up the appropriate templates in your system.
Q3: What happens if the workflow triggers, but the document template is missing or incorrect?
A: If the document template is missing or incorrectly set up, the workflow will not be able to send the document. Make sure the template is properly configured before enabling the workflow.
Q4: Can I set a reminder to follow up with clients after sending the document?
A: Yes, you can add additional actions to the workflow, such as sending a follow-up email or creating a task, to remind your team or clients about the document that was sent.
Q5: How can I ensure the right person reviews and sends the document after it is created as a draft?
A: You can assign a task to the responsible person or team to review the draft. Additionally, use notifications to alert them when a document is ready for review in the "Documents & Contracts" section.