Transform data in automations
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.
The "Transform data" action in your automations allows you to change how data sets look according to different custom criteria. To understand how to transform data in automations, you can choose this action in your automation steps and select from eight different transform types.
Follow these steps to configure your specific data transformation:
Choose a transform type
When adding the "Transform data" action to your automated workflow, you can select any of the following transformation types from the dropdown options:
Lookup table: Define lookup tables for any number of variables. If the data matches one of the specified entries, the corresponding value will be used automatically when the workflow gets started.
Math formula: Use spreadsheet-style formulas to perform various calculations on the input data. You can use basic math operators (+, -, *, /, ^), group terms with parentheses, and use functions like round(n, p), floor(n), and ceil(n).
Date calculation: Calculate a new future or past date based on the input data. You can choose specific operators to execute the variable date calculation, such as addition, subtraction, the last day of the month, or the first day of the month. This helps you set an offset in the future or past based on any of your contract data fields with the date type.
Date formatting: Format dates using one of the available formats.
Extract email: Find and extract a specific email address from variables with additional inputs.
Extract number: Find and extract a particular number (e.g., "100" or "1000.00") from other variables with additional inputs.
Find and replace: Find specific text in the input data and replace it with a different value. You can enable the Use a regular expression to find toggle to perform a search with regular expressions.
Split by: Split the input data by a specific character or text. For example, you can split a list of products defined as variables (contract data fields) with a comma.
Define the transform data label
Type a descriptive name into the label field. Each variable you want to transform requires a specific label.
Use the defined label in the next automation steps. This ensures your transformed data is available to be selected as an automation variable for additional actions.
Set up an automated reminder with transformed data
Once your date or number is properly transformed and labeled, you can use it immediately in the next steps to set up an automated reminder. Follow these steps to configure the reminder setup using your new variable:
Click the Add action button after your transform step and select Create a reminder.
Note that the Document ID is automatically fetched and mapped in the required field.
Type a descriptive name for the task in the Title field.
Select the type you want to use from the Reminder type drop-down options.
Click the Assignees field and use the search bar to locate and select specific variables to assign the task dynamically. As shown in the menu, you can select variables like Full name/company name or Full name/company representative under the Document Signee section, or Full name under the Document owner section.
Click the + Add follower button if you want to include users who need to monitor the task without being responsible for completing it.
Select the Manual or based on automation variable option from the Date type drop-down menu under the Due date section.
Click the Value field and map the specific data label you created in the "Transform data" step to automatically set the task's deadline.
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