Automatically pre-fill forms with contract data

The first step is configuring the exact event that starts the automation. In this example, we will trigger the workflow when a contract is fully signed, but you can select any other event available in the list of options.

• 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 Contract is signed from the trigger drop-down menu.

• Choose Every contract drafted from a specific template from the options list to define which new contract draft from your shared template spaces will initiate the automation.

• Search for and select the specific template the draft will be created from. To pick a template from a shared template space, scroll down under the Shared with me section of the dropdown list.

• Click on the signature execution drop-down list.

• Select Final signature to execute the automation only after the last signature is added, or choose Every signature to trigger the flow after each individual signee completes their signature.

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

After saving the trigger, you need to define the action that occurs automatically.

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

• Search for and select Pre-fill a form from the action list of options.

• Select the specific form you want to pre-fill from the drop-down list of available forms in your account.

• Click on the Fields tab in the configuration window on the right side of the screen.

• Use the Recipient email field to define the email address of the person who will receive the pre-filled form. You can use the variables selector to fetch this data dynamically from the signed contract.

• Populate the form fields listed in the panel. You can manually type in values, or map variables, data fields, party, and signee details fetched from the signed contract.

• Click on the Other tab.

• Type a custom message to the form’s recipient in the text box. You can combine plain text input with variables and data fields directly fetched from the signed contract.

• Click the blue Save button to confirm and complete the automation action.

Before using the automation for company workflows, you should activate it.

• Type a descriptive name for your workflow in the title field at the top left corner (for example, "Pre-fill onboarding form when contract is signed").

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