This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
The bots send a notification once the recipient completes the document for filling out.
Use case example: Imagine you work for a law firm, and you regularly send legal contracts to clients for their review, editing, and signature. To streamline the process and stay informed about the completion of contracts, you implement an Email on documents completion bot.
How to setup
How the bot works by default:
The Email on documents completion bot activates when a document is completed by recipients.
Add the bot depending on your needs as described in this article. You can add the bot between steps or use the All bots tab.
Find the Email on documents completion bot in the list of bots and click Install bot.
Alternatively, the bot is also available as a part of the steps settings. All you need is to access the required step settings, go to the Advanced settings, and toggle the Email notifications option.
Once enabled, there is no need to perform the bot installation additionally. However, in this case some option will be unavailable, for example: attachments and customised messages.
Action settings:
Indicate to whom the email notification should be sent: workflow Admin, the one who sent documents for the filling out, or the document filler.
Additionally, you may send email to the email address from your address book or use +Data variable option to select the needed one.
Edit the default reminder message if needed, or feel free to enter your own text.
Decide whether the View Documents button should be added to the email which will lead to the corresponding document or not (applicable only if the recipient has WorkFlow account).
If you would like separate documents to be attached to the email, select the ones from the list.
If you would like the information from the separate fields to be added to the email as CSV file, select the ones from the dropdown.
Select the format in which the selected documents should be attached to the email: as a ZIP file or an original PDf one.
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.
If the bot condition is not set up, the bot will send notifications about the document completion whenever one is completed by the recipient. It will not perform any additional checks or validations before performing the renaming action.
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.