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Workflow Action: Send Documents & Contracts

Streamline your contract management process with Stack's Send Documents & Contracts action in Workflows. This feature is perfect for organizations with multiple salespeople but a single person responsible for sending final contracts. By creating contracts as drafts, you ensure that the designated contract sender reviews and sends them, maintaining control and quality.

Why Use the "Create as Draft" Feature?​

  • Centralized Review: Assign one person or team to review and send contracts, preventing confusion or accidental sends after automated creation using templates.
  • Quality Control: Even if a document is prepared following a sales action or form completion, the final send occurs only after a designated check from the Documents & Contracts section.

Step-by-Step Guide​

1. Create or Edit Your Workflow​

  • Navigate to Workflows in your Stack account.
  • Select New Workflow or edit an existing one.
  • In the workflow builder, add a Trigger. Common triggers include:
    • A new deal stage being reached.
    • Completion of a specific form.
    • An update in opportunity status.

2. Add the "Send Documents & Contracts" Action​

  • Click on Add New Action.
  • Choose Send Documents & Contracts from the list of available actions.

3. Configure the Action​

  • Action Name: Assign a meaningful name (e.g., “Draft Contract Creation”).
  • From User: Select the user to appear as the sender on the draft contract.
  • Template: Pick the contract template you want to send to your contacts.
  • Sending Mode: Choose Create as Draft to generate the document without sending it immediately.

Tip: If multiple salespeople are creating deals, configure your workflow to auto-generate draft contracts for each relevant contact or opportunity.

4. Save and Publish Your Workflow​

  • After configuring, click Save Action.
  • Once satisfied with the workflow, click Publish. Contacts entering this workflow will trigger the automatic creation of draft contracts.

Sending Out Draft Contracts​

Once your workflow creates contracts in a draft state, the designated person or team can send them:

  1. Navigate to Documents & Contracts: Go to the Documents or Contracts section in your account.
  2. Locate Drafts: Find all drafted contracts.
  3. Review and Edit (If Needed): Make any necessary edits or personalizations.
  4. Send the Contract: When ready, click Send. The contract will be delivered to the contact, and you can track its status.

Frequently Asked Questions​

Can multiple people review draft contracts before sending?

Yes. If you have a team approach to reviewing, users with the necessary permissions can open and review the draft before it’s sent.

Can I automate sending directly if I don’t need a review step?

Absolutely. Under Sending Mode, select “Send Directly” to automatically send the contract without going through the draft stage.

Where can I see the status of my contracts?

Visit Payments > Documents & Contracts. Each contract will display its status as Draft, Sent, or Completed.