How to Send Documents and Contracts from a Workflow

If multiple salespeople create deals but one person sends the contracts, route document creation through a workflow and keep final send authority centralized.

Why use Create as Draft

• Centralized review: a single owner approves and sends every contract.
• Quality control: a sales action triggers contract preparation, but the final send happens after a designated reviewer signs off.
• No accidental sends: automation handles the heavy lifting without firing contracts before they are checked.

Build the workflow

1. Create or edit the workflow

1. Open Workflows and click New Workflow or edit an existing one.
2. Add a trigger — deal stage reached, form completed, opportunity status changed, etc.

2. Add the Send Documents & Contracts action

1. Click Add New Action.
2. Pick Send Documents & Contracts.

3. Configure the action

• Action Name: something descriptive, e.g., Draft Contract Creation.
• From User: the user who appears as sender on the draft.
• Template: the contract template to use.
• Sending Mode: Create as Draft if you want a human review step, or Send Directly to skip review.

4. Save and publish

Click Save Action, then publish the workflow. Contacts entering the workflow now generate a draft contract automatically.

Assign Sender fields dynamically

If your template has fillable fields marked To be signed by → Sender, the action can route them automatically.

How it works

• The action detects Sender fields on the selected template.
• Every Sender field for that send is assigned to your chosen user.

Options

• From User: assigns Sender fields to the workflow’s From User.
• Template Owner: assigns them to the user who last updated the template.

Steps

1. Select the From user at the top of the action.
2. Pick a template that uses To be signed by → Sender on its fillable fields.
3. Set Assign Sender Fields To to From User or Template Owner.
4. Choose Sending Mode and Channel (Email or Direct), then save.

Sending out drafts

After the workflow generates drafts, a designated reviewer takes over.

1. Open Documents & Contracts.
2. Find the draft.
3. Make any final edits.
4. Click Send. Track status from there.

Status evaluation limitations

Workflows evaluate document or contract status only at the moment a contact enters the workflow. If a contact enters on Document Sent and you later add a branch for Status is Completed, that branch is not re-evaluated when the document is later signed. Status changes outside the workflow are not tracked retroactively.

If you need real-time routing on document status, build a second workflow triggered by Document Signed or Document Completed, and route contacts there using the updated status.