{"id":1596,"date":"2026-03-24T13:32:57","date_gmt":"2026-03-24T13:32:57","guid":{"rendered":"https:\/\/onesystemcrm.com\/help\/?post_type=docs&p=1596"},"modified":"2026-03-24T13:32:57","modified_gmt":"2026-03-24T13:32:57","password":"","slug":"workflow-action-send-documents-contracts","status":"publish","type":"docs","link":"https:\/\/onesystemcrm.com\/help\/Supports\/workflow-action-send-documents-contracts\/","title":{"rendered":"Workflow Action – Send Documents & Contracts"},"content":{"rendered":"

If your organization has multiple salespeople but only one person responsible for sending out final contracts, you can now streamline the process using the Send Documents & Contracts<\/strong>\u00a0action in Workflows.<\/p>\n

Dynamic assignment ensures the correct internal user signs templates that include\u00a0Sender<\/strong>\u00a0fields, eliminating manual edits per run. This is ideal for teams where the workflow sender or template owner varies by record or pipeline.<\/p>\n

By choosing to create contracts as\u00a0drafts<\/em>\u00a0rather than sending them directly, you can ensure that only the designated contract sender reviews and sends contracts.<\/p>\n

Why Use the \u201cCreate as Draft\u201d Feature?<\/strong><\/h2>\n
    \n
  • \n

    Centralized Review:<\/strong>\u00a0Only one person (or team) is responsible for reviewing and sending contracts, so you avoid confusion or accidental sends even after automated creation using templates.<\/p>\n<\/li>\n

  • \n

    Quality Control:<\/strong>\u00a0Based on a Sales staff action or end user’s action such as completing a form or any other action, it would still trigger the workflow to prepare the document, but the final send occurs after a designated check from the Documents & Contracts section.<\/p>\n<\/li>\n<\/ul>\n

    \n

    Step-by-Step Guide<\/strong><\/h2>\n

    1. Create or Edit Your Workflow<\/h3>\n
      \n
    1. \n

      In your account, go to\u00a0Workflows<\/strong>\u00a0and select\u00a0New Workflow<\/strong>\u00a0or edit an existing one.<\/p>\n<\/li>\n

    2. \n

      In the workflow builder, add a\u00a0Trigger<\/strong>. Common triggers might include:<\/p>\n

        \n
      • \n

        A new deal stage being reached.<\/p>\n<\/li>\n

      • \n

        A specific form being completed.<\/p>\n<\/li>\n

      • \n

        Opportunity status being updated.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n

        2. Add the \u201cSend Documents & Contracts\u201d Action<\/h3>\n
          \n
        1. \n

          Click on\u00a0Add New Action<\/strong>.<\/p>\n<\/li>\n

        2. \n

          Select\u00a0Send Documents & Contracts<\/strong>\u00a0from the list of available actions.
          \n<\/p>\n<\/li>\n<\/ol>\n

          3. Configure the Action<\/h3>\n
            \n
          1. \n

            Action Name:<\/strong>\u00a0Give the action a meaningful name (e.g., \u201cDraft Contract Creation\u201d).<\/p>\n<\/li>\n

          2. \n

            From User:<\/strong>\u00a0Choose the user who will appear as the sender on the draft contract.<\/p>\n<\/li>\n

          3. \n

            Template:<\/strong>\u00a0Select the contract template you want to send to your contacts.<\/p>\n<\/li>\n

          4. \n

            Sending Mode:<\/strong>\u00a0Select\u00a0Create as Draft<\/strong>. This ensures the document is generated but not immediately sent.<\/p>\n<\/li>\n<\/ol>\n

            \n

            Tip:<\/strong>\u00a0If you have multiple salespeople creating deals, you can build your workflow to auto-generate draft contracts for each relevant contact or opportunity.<\/p>\n<\/blockquote>\n

            <\/p>\n

            4. Save and Publish Your Workflow<\/h3>\n
              \n
            • \n

              After configuring the details, click\u00a0Save Action<\/strong>.<\/p>\n<\/li>\n

            • \n

              Once you\u2019re satisfied with the entire workflow, click\u00a0Publish<\/strong>. Any contacts who enter this workflow will now trigger a draft contract to be created automatically.<\/p>\n<\/li>\n<\/ul>\n

              Limitations & Workarounds<\/span><\/strong>\r\n\r\nWorkflows only evaluate the document\/contract status at the moment the contact enters the workflow<\/strong><\/span>.\u00a0If a contact enters on a trigger like \u201cDocument Sent\u201d, and you later add a condition for \u201cStatus is Completed\u201d, that branch logic will not update<\/strong> even if the document gets completed afterward.<\/strong><\/span>\r\n\r\nThis behavior is not dynamic<\/strong><\/span> \u2014 status updates outside the workflow are not tracked or re-evaluated.\r\n\r\nIf you need real-time responses based on document status, Create a\u00a0<\/span>second workflow<\/strong>\u00a0triggered by events like\u00a0<\/span>Document Signed<\/strong>\u00a0or\u00a0<\/span>Document Completed<\/strong>. Also, <\/span>Route contacts in that second workflow using updated statuses.<\/span><\/pre>\n
              \n
              Assign Sender Fields Dynamically (From User vs Template Owner)<\/strong><\/h2>\n
              Use this setting to auto-assign template fields marked\u00a0To be signed by \u2192 Sender<\/strong>\u00a0at send time\u2014no manual edits per run.<\/p>\n
              How it works<\/strong><\/p>\n
              If the selected template contains\u00a0Sender<\/strong>\u00a0fields, the action detects them and assigns those fields to your choice below.<\/p>\n
              This applies to all\u00a0Sender<\/strong>\u00a0fields in the template for that send.<\/p>\n
              Options<\/strong><\/p>\n
              From User:<\/strong>\u00a0assigns Sender fields to the workflow\u2019s\u00a0From user<\/strong>\u00a0(the user sending the document).<\/p>\n
              Template Owner<\/strong>: assigns Sender fields to the\u00a0user who last updated the template<\/strong>.<\/p>\n
              Steps<\/strong><\/p>\n
              1. Select the\u00a0From user<\/strong>\u00a0at the top of the action.\n<\/p>\n
              <\/p>\n
              2. Choose a Template that uses\u00a0To be signed by \u2192 Sender<\/strong>\u00a0on its fillable field(s).<\/p>\n
              3. Set\u00a0Assign Sender Fields To<\/strong>\u00a0to\u00a0From User<\/strong>\u00a0or\u00a0Template Owner<\/strong>.<\/p>\n
              <\/p>\n
              4. Choose\u00a0Sending Mode<\/strong>\u00a0and\u00a0Channel<\/strong>\u00a0(Email<\/strong>\u00a0or\u00a0Direct<\/strong>), then\u00a0Save<\/strong>.<\/p>\n
              <\/p>\n
              \n
              Sending Out Draft Contracts<\/strong><\/h2>\n
              After your workflow has created contracts in a draft state, the final sending responsibility lies with the designated person or team. Here\u2019s how to send them:<\/p>\n
                \n
              1. \n
                Navigate to Documents & Contracts:<\/strong>\u00a0In your account, go to the\u00a0Documents<\/strong>\u00a0or\u00a0Contracts<\/strong>\u00a0section.<\/p>\n<\/li>\n
              2. \n
                Locate Drafts:<\/strong>\u00a0You will see all drafted contracts.<\/p>\n<\/li>\n
              3. \n
                Review and Edit (If Needed):<\/strong>\u00a0Make any final edits or personalizations to the document.<\/p>\n<\/li>\n
              4. \n
                Send the Contract:<\/strong>\u00a0When you are ready, click\u00a0Send<\/strong>. The contract will then be delivered to the contact, and you can track its status from there.<\/p>\n<\/li>\n<\/ol>\n
                <\/p>\n
                \n
                Frequently Asked Questions<\/h2>\n
                  \n
                1. \n
                  Can multiple people review draft contracts before sending?<\/strong>
                  Yes. If you have a team approach to reviewing, any users with the necessary permissions can open and review the draft before it\u2019s sent.<\/p>\n<\/li>\n
                2. \n
                  Can I automate sending directly if I don\u2019t need a review step?<\/span><\/strong>
                  Absolutely. Under\u00a0Sending Mode<\/strong>, choose \u201cSend Directly\u201d if you want the contract automatically sent without needing to go through the draft stage.<\/p>\n<\/li>\n
                3. \n
                  Where can I see the status of my contracts?<\/span><\/strong>
                  Go to\u00a0Payments ><\/strong>\u00a0Documents<\/strong>\u00a0&\u00a0Contracts<\/strong>\u00a0. Each contract will show whether it is in Draft, Sent, or Completed status.<\/p>\n<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"
                  If your organization has multiple salespeople but only one person responsible for sending out final contracts, you can now streamline […]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"doc_category":[79],"doc_tag":[],"class_list":["post-1596","docs","type-docs","status-publish","hentry","doc_category-documents-contracts"],"year_month":"2026-07","word_count":795,"total_views":"11","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"usamasaeed219","author_nicename":"usamasaeed219","author_url":"https:\/\/onesystemcrm.com\/help\/author\/usamasaeed219\/"},"doc_category_info":[{"term_name":"Documents & Contracts","term_url":"https:\/\/onesystemcrm.com\/help\/Supports-category\/documents-contracts\/"}],"doc_tag_info":[],"knowledge_base_info":[],"knowledge_base_slug":[],"_links":{"self":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs\/1596","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/comments?post=1596"}],"version-history":[{"count":1,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs\/1596\/revisions"}],"predecessor-version":[{"id":1597,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs\/1596\/revisions\/1597"}],"wp:attachment":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/media?parent=1596"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/doc_category?post=1596"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/doc_tag?post=1596"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}