Move contracts to spaces automatically
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.
Set up the automation trigger
To learn how to organize contracts efficiently, you can start an automation using any trigger that fits your company's needs. In this example, we will use the verification of an AI-imported contract to automatically organize imported signed agreements.
Click the Automations tab from the main navigation menu on the left side of the screen.
Click the blue Create new button in the top right corner of the page.
Search for and select Contract verified from the trigger drop-down menu to initiate the workflow whenever an AI-imported contract is fully verified.
Configure the move to a space action
Once your trigger is established, you need to define where to move verified contracts so your archive stays well-organized.
Click the Add action button located below your saved trigger.
Search for and select the Move to a space action.
Add the Document ID in the dedicated field by accessing the Contract verified data from the previous automation step.
You now have two paths to define the destination: choosing an existing contract space or creating a new one dynamically based on contract data.
Choose an existing contract space
Select the Choose from the list of contract spaces option.
Click the dropdown menu to select a specific shared or private contract space from your repository. All uploaded with AI contracts matching the trigger specification you have selected will move here once the upload is completed and extracted data fields are verified.
Create a contract space dynamically using variables
If you want to know how to set up dynamic contract space creation, you can base the name of the new contract space on the verified data fields from the uploaded contract.
Select the Use a variable to find or create a contract space option.
Click the Create contract space (required) input field.
Select a specific variable from the expanded list of your verified contract data (click on the trigger name Contract verified), or click on Other data fields to pick specific input from the contract’s data fields sidebar (for example, select Contract type or Contract currency).
The system will now use the data extracted from the uploaded contract to either find an existing space with that exact name or automatically create a new one to store the verified contract.
Click the Specify the location for the contract space input field to define where this new contract space will live. You can choose a location statically from the Options tab, or dynamically using extracted data from the Variables tab. This means your newly created space will automatically become a sub-space within the parent location you select in this field.
Publish your workflow
Click the blue Save button on the action configuration module.
Click the Automation name field in the upper left corner to give your workflow a clear, descriptive title.
Click the blue Publish button in the top right corner to activate the automated workflow.
If you experience issues with your workflow failing or routing uploaded and verified with AI contracts incorrectly, please contact our Support team for technical assistance.
Frequently asked questions
What permissions do I need to move contracts to a space automatically?
To move a verified with AI contracts to an existing space, you must have the "Manage contracts" permission for that specific contract space.
If your automation dynamically creates a new sub-space within an existing main contract space structure, you must have the "Manage space" permission in the parent contract space.
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