Automatically create or update data fields
To build automations that apply to all company contracts or utilize templates from shared template spaces, you must have user permissions to “Manage all contracts” enabled for your account, be the creator or have shared “Manage templates” permissions in the specific source template space.
Configure the automation trigger
To understand how to automatically create or update data fields in your contract drafts, the first step is to configure the event that starts your workflow. For example, you can set up a workflow to automatically update a contract's start date based on its full signature.
Click on the Automations tab from the main menu on the left side of the screen.
Click the blue Create new button in the top right corner.
Select your desired trigger from the dropdown menu (e.g., select Contract is signed).
Select the specific template, contract, or every contract.
Click and select the signature requirements (e.g., final signature or every signature) that will initiate the automated flow.
Click the blue Save button to confirm your trigger.
Configure the data field action
Once your trigger is saved, you need to define the action that occurs automatically.
Click the Add action button located below your saved trigger.
Search for and select Create or update data fields from the action options.
Map out data fields to be created or updated
You can map out exactly what contract data will be populated into selected fields automatically.
Click on the highlighted in blue Add data field button.
Type the name of the specific field you want to create, or select an existing data or metadata field from your company library.
Insert the values for each field. You can select data and metadata fields, document or automation related events, party or signee details. Click on Other data field option at the bottom of the list to expand the complete list of available in the selected document data fields.
Determine the specific field types from the dropdown list of the following options: text, number, select, checkbox or date type.
Click the blue Save button to validate and complete your data field configuration.
How "Select" data fields work in automations
If you are mapping a "Select" type of data field in the automation action module, you can easily control its value automatically.
If the specific select data field does not exist in the document yet, the automation will create it upon starting, using the default option you configured when setting up the automated workflow.
If the field already exists, its value will get automatically updated to the option you have mapped in the automation builder.
Publish and test your automation
Before using the workflow with external parties, you should publish and test it to verify the data fields are populated correctly.
Type a clear name for your workflow in the title field at the top left corner.
Click the blue Publish button in the top right corner to activate the workflow.
Complete the trigger event (e.g., fully sign a test contract) to initiate the automation.
Click on the Notifications bell icon in the top navigation bar to monitor the execution.
What to do if the automation fails
To learn what to do if the automation fails, you can investigate the issue directly from your notifications.
Click on the failed notification in your activity feed to expand the inability to run details.
Review the specific error to identify the reason for the failure.
Return to the automation builder, unpublish the workflow, adjust your configuration settings based on the error, and click Publish again.
If the automation runs successfully, open the target contract to verify that all existing or new data or metadata fields are correctly auto-populated.
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