Creating Draft Documents First using Workflows

If your organization has multiple salespeople but only one person responsible for sending out final contracts, you can now streamline the process using the Send Documents & Contracts action in Workflows.

By choosing to create contracts as drafts rather than sending them directly, you can ensure that only the designated contract sender reviews and sends contracts.

Why Use the “Create as Draft” Feature?

• Centralized Review: Only one person (or team) is responsible for reviewing and sending contracts, so you avoid confusion or accidental sends even after automated creation using templates.
  
  

• Quality Control: Based on a Sales staff action or end user's action such as completing a form or any other action, it would still trigger the workflow to prepare the document, but the final send occurs after a designated check from the Documents & Contracts section.

Step-by-Step Guide

1. Create or Edit Your Workflow

1. In your account, go to Workflows and select New Workflow or edit an existing one.

2. In the workflow builder, add a Trigger. Common triggers might include:

   • A new deal stage being reached.

   • A specific form being completed.

   • Opportunity status being updated.

2. Add the “Send Documents & Contracts” Action

1. Click on Add New Action.

2. Select Send Documents & Contracts from the list of available actions.
   

3. Configure the Action

1. Action Name: Give the action a meaningful name (e.g., “Draft Contract Creation”).

2. From User: Choose the user who will appear as the sender on the draft contract.

3. Template: Select the contract template you want to send to your contacts.

4. Sending Mode: Select Create as Draft. This ensures the document is generated but not immediately sent.

Tip: If you have multiple salespeople creating deals, you can build your workflow to auto-generate draft contracts for each relevant contact or opportunity.

4. Save and Publish Your Workflow

• After configuring the details, click Save Action.

• Once you’re satisfied with the entire workflow, click Publish. Any contacts who enter this workflow will now trigger a draft contract to be created automatically.

Sending Out Draft Contracts

After your workflow has created contracts in a draft state, the final sending responsibility lies with the designated person or team. Here’s how to send them:

1. Navigate to Documents & Contracts: In your account, go to the Documents or Contracts section.

2. Locate Drafts: You will see all drafted contracts.

3. Review and Edit (If Needed): Make any final edits or personalizations to the document.

4. Send the Contract: When you are ready, click Send. The contract will then be delivered to the contact, and you can track its status from there.

Frequently Asked Questions

1. Can multiple people review draft contracts before sending?
   Yes. If you have a team approach to reviewing, any users with the necessary permissions can open and review the draft before it’s sent.

2. Can I automate sending directly if I don’t need a review step?
   Absolutely. Under Sending Mode, choose “Send Directly” if you want the contract automatically sent without needing to go through the draft stage.

3. Where can I see the status of my contracts?
   Go to Payments > Documents & Contracts . Each contract will show whether it is in Draft, Sent, or Completed status.