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Documents and contracts

How to send a contract automatically through a workflow with opportunity data

Add opportunity variables to the template (Contact › Custom Fields › Opportunity Details), then in Automation › Workflows build a workflow with a pipeline stage or opportunity status trigger and the Send Documents & Contracts action using that template. The contract goes out filled in, on its own.

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Before you start

  • Have a template saved in Payments › Documents & Contracts › Templates (a standalone document won't work).
  • The deal details you want in the contract (value, service type, closing date…) must exist as opportunity custom fields in Settings › Custom Fields and be filled in on the opportunity.
  • The opportunity's contact needs a valid email address, even if you send by SMS.
Where to find it

Automation › Workflows › Create Workflow › Send Documents & Contracts action

Step by step

Put opportunity data in the template

  1. Open Payments › Documents & Contracts › Templates and create or open the template.
  2. Click + and add a Text block (or a table) where the deal detail should appear.
  3. With the cursor in that spot, click the merge fields icon and choose Contact › Custom Fields › Opportunity Details › the field.
  4. Check the merge-field token landed in the right place and click Save.

Build the workflow

  1. Open Automation › Workflows and click Create Workflow › Start from Scratch.
  2. Add the trigger that matches your process:
    • Pipeline Stage Changed: when the opportunity enters a stage (for example, "Proposal");
    • Opportunity Status Changed: when it becomes Won or Lost.
  3. In the trigger filters, pick the pipeline, stage or status.
  4. Click + › Send Documents & Contracts and set:
    • From User: who appears as the sender;
    • Template: the template you prepared;
    • Create as Draft or Send Directly;
    • the channel (email, SMS or both);
    • if the template has "Sender" fields, under Assign Sender Fields To choose From User or Template Owner.
  5. Click Save Action and publish the workflow.

Test before going live

  1. Keep the action on Create as Draft and move a test opportunity into the stage.
  2. Open the draft in Documents & Contracts and confirm every opportunity field is filled in.
  3. Only then switch the action to Send Directly.

Tips

  • Opportunity data can differ for each deal of the same contact, which is why the trigger must be an opportunity trigger, not a contact one.
  • After sending, track it in Documents & Contracts › All Documents & Contracts (Drafts, Waiting for Others, Completed).
  • To react to the signature (move the opportunity, alert the team), build another workflow with the Documents & Contracts trigger and the status you want.

Common problems

  • The opportunity field came out blank → The opportunity that fired the workflow doesn't have that field filled in, or the field was inserted from outside Opportunity Details. Fill it in and reinsert the merge field from the menu.
  • The merge-field token shows in the sent document → The token was typed by hand. Delete it, insert it from the merge fields menu and save the template.
  • The template doesn't show in the action → You're using a document instead of a template, or didn't save. Go to Templates and save.
  • The document stayed in Drafts and wasn't sent → The action is on Create as Draft or the contact has no email. Change the option and add the contact's email.

Frequently asked questions

Which trigger should I use?

Pipeline Stage Changed when the contract should go out at a specific stage; Opportunity Status Changed when it should go out once the deal is marked Won.

Can the workflow send the document by SMS?

Yes, but the contact still needs an email address. Without one, the document stays in Drafts.

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