This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
Use case: You need to send a package of documents to each employee and provide them with a copy of the same package after completion. Using the Email via Gmail on documents completion bot you don’t have to send document copies manually since the bot will do it for you.
How to set up
When the bot runs by default:
The Send emails from your Google account bot activates once the documents are completed by recipients specified in the step after which this bot was added.
To add the bot to your workflow, select where you’d like to put it on the diagram and click the plus icon.
Then, select Bot from the list.
Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking Install bot.
Connection settings
To connect the bot to your Google account, click Connect in the Connection settings section. You will be redirected to the page where you have to choose your Google account to connect. After the connection, you’ll be redirected back to WorkFlow.
To proceed with settings, click Continue.
Action settings
Select who will receive your emails after document completion (1). You can select one, several, or all four options at once.
The Admin or Anyone who will send a document options work for the Admin and workflow sender roles respectively.
The Anyone who will complete the documents option works for any logged or auto-logged in person who will be the last step before this bot.
The Email address works for recipients who complete documents via public link. Enter their email manually or select a data variable from the document by clicking +Data variable and then select the document field that will contain the email address you need.
After that, customize the email message your recipients will see in the email (2).
To view how your email will look for recipients, click Preview email. To add the View documents button to emails, tick the respective option. This will allow recipients to view the documents in the editor directly from the email body.
Next, select the documents you want to attach to the emails. Tick them in the list and click Select.
Select if your recipients will receive documents as separate files or as a single ZIP archive.
If needed, select to attach some fields and CSV files. To do that, select the document and its respective field. To add more fields, click Select fields.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.