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 Rename workflow instances on completion bot is designed to enhance document management. This bot automates the process of assigning new names to filled-in documents, making it easier to identify and locate them among other documents. Automatically renaming completed documents as part of a workflow enhances organization and simplifies the process of finding and accessing documents, especially given the volume of ones involved.
Use case example: Employee Onboarding Process. Imagine that you are an HR manager who sends a package of onboarding documents to a number of new employees. When dealing with too many documents, it can be easy for the HR manager to lose track of whose documents go where. The Rename Workflow Instances on Completion bot solves this issue by automatically assigning an employee’s name to a document once they complete it.
Setup
How the Bot works by default:
The Rename workflow instances on 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 Rename workflow instances on completion bot between steps or use the All bots tab.
Find the Rename workflow instances on completion bot in the list of bots and click Install bot.
Action settings:
Enter the new name that will be assigned to the document or use data from the + Data variable.
The + Data variable option lets you add a placeholder to the document name. This placeholder will be filled with data from the selected sections: Document fields, Date and time, Recipient data, Recipient data, Template data, Document data, or Decline reason.
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 rename documents whenever a document 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.