Trigger an automation when a task is done
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.
Configure the automation trigger
To understand how to set up an automated approval task workflow, the first step is to configure the event that starts the automation.
Click on the Automations tab from the main menu on the left side of the screen.
Click the blue Create new button in the top right corner.
Select the Task is done option from the trigger dropdown menu.
Select the completion requirement from the When should the automation start? dropdown menu by choosing either When at least one approval task is done or When all approval tasks are done.
The type of task displayed in this menu depends on Which task type should start the automation? Selection you made in your field above.
Depending on this selection, your automated workflow will be executed either each time a task of the selected type in the chosen document is marked as done, or only once all tasks with this type in the chosen document have been completed.
Once you have completed the customization in this module, click the blue Save button to finish the automation trigger.
Configure the automation action
This step defines what happens automatically when the task type you have configured in the previous step is completed in the selected type of document. For this example, we will configure the workflow to send the contract draft for signature automatically, once all approval tasks are completed (marked as done by one of the task assignees).
Click the Add action button located below your saved trigger.
Search for and select the Send for signature action.
Publish and test your automation
Before you rely on the automated process for tasks in external contracts in your company workflows, you should publish and test it first to ensure it executes everything you have configured correctly.
Type a clear name for your workflow in the Automation name field in the upper left corner.
Click the blue Publish button in the top right corner to activate the workflow.
To check if the automation runs successfully, create a new draft from your selected template, assign the required type of task you selected to yourself, and then mark it as done.
Click the Notifications bell icon in the top navigation bar to monitor the execution and open the activity feed.
Click on the small arrow next to the date and time to expand the details of the automation execution.
How to fix a failed automation
If your workflow does not execute as expected, you can easily investigate the reason for the failed automation.
Click on the failed notification from your profile notifications list to expand the Failure to run details.
Review the specific reason for the failure provided in the log menu.
Navigate back to the automation builder, unpublish the flow, adjust your configuration settings based on the error insights, and click Publish again. If you cannot resolve the issue on your own, contact our Support team for technical assistance.
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