Upload signed contracts through forms automatically
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.
To learn how to automatically upload legacy contracts from forms, the “form is completed” automation trigger and the "upload document" automation action allow you to migrate pre-signed contracts into your company account seamlessly.
Configure the automation trigger
To automate the upload process, you first need an event that triggers the workflow. A common method is using a form with a file upload question to get the document's URL.
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 Form is completed from the trigger drop-down menu.
Select the specific form you want to use for submitting and uploading the contracts.
Click the Save button to confirm your trigger settings.
Configure the upload document action
Once the trigger is saved, you can configure the action that actually fetches and uploads the file into your desired Contractbook flow.
Click the Add action button located below your saved trigger.
Search for and select Upload document from the dropdown options.
Type a name in the Document title field manually, or use a variable from your completed form to automatically name the new file after any dynamic data submitted into the form you selected.
Insert the file's public link in the Document URL field. If using a form, select the variable that corresponds to the file upload question.
Configure the Document details
Select the Creation date using manual input or by mapping a date field from the variable tab representing the answers from the submitted form.
Click on the Document status drop-down menu in the field next to the creation date and select Signed or Not relevant from the Options tab to define if a signature status is needed.
Use the Variables tab under the Document status field to directly fetch any of the submitted form’s answers as a representation of the document status.
Fill in the Parties fields underneath by manually typing the details or mapping variables from the connected answered form. Since the uploaded documents are usually legacy contracts, they are considered already signed and will not be sent for signatures again.
Click the Save button to confirm your upload action settings.
Enrich uploaded contracts with data fields automatically
To ensure your automatically uploaded contracts related to forms’ completion are fully searchable and ready for future management in Contractbook, you can extract submitted with the form information and auto-populate it as new data fields.
Click the Add action button to add another step to your workflow.
Select Create or update data fields from the action options.
Map the specific data fields (such as expiration dates or contract values) using variables in their Values fields under the Form is completed trigger options.
You can select from the following options for the data fields’ types: Date, Number, Text, Checkbox, Select.
Click the Save button to confirm your data fields configuration.
Publish and test your automation
Before relying on the automation for company workflows, you should activate and test it to ensure the documents import correctly.
Type a descriptive name for your workflow in the title field at the top left corner.
Click the Publish button in the top right corner to activate the workflow.
Test the flow by filling out your selected form and uploading a test document.
Click on the Notifications bell icon in your main navigation to check if the automation run was successful or if it failed.
Click on the uploaded contract's name from the activity feed to open the document and verify that the data fields were applied correctly and that the OCR technology has scanned the file for any suggested dates available in the uploaded document.
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