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 during signing process 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: Customer Information Verification. Let's consider a scenario where you're a business owner offering a service that requires customers to fill out important forms or contracts. To streamline the signing process, you often share public links for customers to complete and sign the documents. However, managing and tracking the progress of these documents can be a challenge, especially when dealing with a substantial number of customers. When customers fill out and sign documents via public links, the system automatically assigns their names or identifiers to the respective documents. If a customer hasn't completed the signing process, you still have visibility into who they are. This ensures that you can follow up with them, send reminders, or provide any necessary support to ensure that they successfully complete the signing process.
Setup
How the Bot works by default:
The Rename workflow instances during signing process bot activates when the recipient fills out the document fields.
Add the bot depending on your needs as described in this article. You can add the Rename workflow instances during signing process bot between steps or use the All bots tab.
Find the Rename workflow instances during signing process 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.
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.