Create an automated workflow from a completed form
Setting up an automated workflow to automatically fill external forms requires specific permissions. To build automations that apply to company contracts or utilize templates from shared template spaces, you must have user permissions to “Manage all contracts” or “Manage templates” permissions in the specific shared template space. You also need access to the form you wish to use for automatic workflows upon completion.
To understand how to set up custom automation based on a completed form, configuring this trigger allows you to automatically create a new contract draft once a form is completed without manual data entry. Follow these steps to set up the automation trigger:
Configure the automation trigger
Click on the Automations tab from the main navigation menu.
Click the blue Create new button in the top right corner of the page.
Select Form is completed from the drop-down list.
Select the specific form you want to use from the provided list. When this form is completed, the automation will start.
Click the blue Save button to confirm your trigger settings.
Configure the automation action
Now that the trigger is successfully configured, you need to define the action that occurs when the form you have selected is completed.
Click the Add action button located below your automation trigger.
Search for and select Create a draft from the action options.
Select the specific template you want to use for the contract draft creation from the drop-down list. You can click the eye icon next to the template name to preview and ensure it is the correct one you want to use.
Map details using the details tab
Click on the Details tab in the configuration window on the right side of the screen.
Type a name for the new draft in the Document title field.
This tab allows you to fetch and use any details from the completed form you selected in the automation setup. To auto-populate the new contract draft with data directly fetched from the form’s responses, click on the Variables tab and select the automation trigger Form is completed to get the full list of answers you can utilize from the submitted form:
Click into the specific party and signee details to auto-populate fields using data from the completed external form. If you want to know more about the use of these variables, you can click here to access our guide on using party and signee contact details in automations.
Map more fields using the data tab
Click on the Data tab to choose which data points from the form to map into the body of your new automatically created contract draft.
Select the specific variables from the form (such as text or number inputs) to automatically populate the corresponding data fields in the draft.
Select the Completed at form variable from the drop-down list if you want to auto-populate the exact date and timestamp of completion into a specific data field.
Click the blue Save button to confirm your draft’s data mapping.
Add files using the attachments tab
Click on the Attachments tab to provide direct URLs to files that will be automatically attached to the new contract draft.
Use the + Add attachment button to select a new attachment.
Select any file upload questions from your chosen form using the form variables (look for variables that include URL in their name).
Note: If the upload question in your form uses loop logic, you cannot fetch that uploaded file into the attachments tab.
Click the blue Save button to apply your attachment settings.
Customize recipient messages in the other tab
Click on the Other tab to customize the email message that will be automatically sent via email to the contract draft's recipients. You can auto-populate any of the completed form’s fields by clicking on the message field and selecting the trigger to display all answer options.
Type your custom message, combining manual text input with the selected fields from the completed form.
Click on the Signing order under the Message to recipients to enable or disable a pre-defined signature order for the added to the contract draft signees.
Click the blue Save button to apply the settings.
Publish and test the automation
Click the Automation name field in the upper left corner to type a clear, descriptive name for your workflow.
Click the blue Publish button in the top right corner to activate the workflow.
Open your form and submit a test response to check if the workflow works correctly.
Click the bell icon in your Contractbook top navigation bar to check if the automation run was successful or failed in your notifications. If you encounter repeated failures and cannot identify the issue in the failure details, contact our Support team for technical assistance.
Click the link in the notification to open the automatically generated contract draft and verify that the data fields, parties, and attachments were added correctly.
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