How can I set up an automated workflow using party and signee variables?
To build automations that apply to all company contracts or utilize templates from shared template spaces, you must have user permissions to “Manage company contracts” or “Manage templates” permissions in the shared template space.
If you want to know how to auto-populate fields or how to automatically create a contract draft with pre-filled signee data, this workflow will guide you through the process.
Configure the automation trigger
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.
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 under the Shared with me section of the dropdown list. You can click the eye icon next to the template name to preview the document.
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 step.
Click the blue Save button to confirm your trigger settings.
Configure the automation action
After saving the trigger, you need to define what will happen automatically. This step explains how to automatically create a new draft and use signee data to fill in the details automatically.
Search for and select Create a draft from the action options.
Select the specific template you want to base the new draft on from your company shared template spaces or Contractbook's predefined library.
Click on the Details tab in the configuration window on the right side of the screen.
Type your desired text in the draft name field to customize the title of the new contract draft.
Use the variables selector to choose specific data associated with the signees from the signed contract you selected in the trigger step. This allows you to automatically display the signees' names directly in the new draft's title.
Auto-populate party and signee fields
You can use variables to automatically fill out the party and signee details of the new contract draft so no manual data entry is required.
Scroll down to the parties and signees details section within the Details tab.
Click into the party and signee fields and populate them using variables from the signed contract pre-defined in the automation trigger. You can include any available contract data fields, signee or document owner details such as "Email".
Click the Add signee button under a relevant party if you need multiple signees to represent one party.
Select signature types, auto-populate the signee’s email address, full name, title, assign data fields they will have to fill in if needed.
Click the Save button to connect this contract draft data to your automation action.
Publish and test your automation
Before relying on the automation for company workflows, you should activate and test it to ensure it runs correctly.
Type a descriptive name for your workflow in the title field at the top left corner (for example, "Create NDA when an employment contract is signed").
Click the blue Publish button in the top right corner to activate the workflow.
Test the flow by creating and fully signing a test contract using the template defined in your automation trigger (you can set yourself as the only signee to test it quickly).
Click on the Notifications bell icon in your main navigation to check if the automation run was successful or failed.
Click on the draft's name from the activity feed to open the automatically generated contract draft and verify that the signee variables were fetched correctly.
Helpful guides: