Automatically create tasks using date data fields

Automations using the "Data field date is reached" trigger execute daily at 09:00 UTC. Be aware of this timing when building your workflow. Any data fields with a date value set in the past, or updated after 9:00 UTC with a value matching today's date, will not successfully trigger the automation.

The first step is configuring the specific event that starts the workflow. In this example, we will trigger the automation based on a reached contract renewal date.

• Click on the Automations tab from the main menu on the left side of the screen.

• Click the Create new button in the top right corner of the page.

• Select Data field date is reached from the trigger drop-down menu.

• Choose which document or template contains the date data field that should start the automation. You can select Any document, Any document drafted from a specific template, or Only a specific document.

• Select the specific template or document using the search bar if applicable.

• Select the specific date data field that must be reached to trigger the automation (e.g., Renewal Date). Alternatively, select Any data field if you want the automation to trigger when any date field from the selected document is reached.

• Click the blue Save button to confirm your trigger settings.

When selecting the date type of a data field that must be reached to trigger your automated workflow:

• If you chose Any document, you can select specific data field from a dropdown list of recommended data fields.

• If you chose a specific document or template, you can type "data" or another search keyword in the search field under Choose data field to see a list of both data fields present in the document body and metadata fields present only in the data fields sidebar.

After saving the trigger, you need to define the action that occurs automatically. This step explains how to create a reminder task automatically.

• Click the Add action button located below your saved trigger.

• Search for and select Create a reminder from the dropdown list of options.

• Note that the Document ID is automatically fetched from your trigger step.

• Type a descriptive name in the Task title field.

• Select the Task type from the drop-down menu (e.g., Renewal).

• Type custom instructions in the Task description field. You can combine manual text with contact details and data fields.

• Assign the task by typing email addresses into the Assignee and Follower fields, or by selecting variables associated with specific signees or the document owner.

• Select how to determine the task's due date from the drop-down menu. Choose Manual or based on automation variable to map a specific date data field from the document, or choose Based on execution time to set the due date relative to when the automation runs.

• Click the Add alert button to set up notifications for the task assignees.

• Select the alert timing, which can be based on the chosen due date or another automation variable. You can add multiple alerts as needed.

• Click the blue Save button to confirm your action settings.

Before relying on the automation for company workflows, you should activate and test it.

• Type a descriptive name for your new automated workflow in the title field at the top left corner.

• Click the blue Publish button in the top right corner to activate the workflow.

• Test the flow by ensuring the selected document meets your automation’s trigger criteria (the selected date field reaches its date before 09:00 UTC).

• Check the Notifications bell icon in your main navigation to verify if the automation run was successful.

• Open the resulting task to confirm the assignees, descriptions, and alerts are configured correctly.