Workflow

Generate documents with a Workflow rule and Contract Express templates

You can trigger the generation of documents from a Workflow rule. You may then combine this with other actions to create linked tasks and notifications.
This summary shows the selections required to automatically generate a document when a new record is added to an iSheet.

Prepare the template

Before you add your Workflow rule, ensure the template is available on your site. See
Create a document from a Contract Express template
.
Set the location to save generated documents
Set the save location for generated documents in the Contract Express template. You can store documents in a folder or an attachment column.
When you add a Contract Express template, link the template to the iSheet with the destination attachment column and create a mapping as described in
Map iSheet columns to Contract Express templates
:
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Once you have configured the above, select where the document will be saved in
Document automation settings
.
Select either
Specified folder
 then
Change
 to select a different folder, or select
Specified iSheet column
 then select an iSheet attachment column from the drop-down menu:
Finally, click
Add
 to save your Contract Express template to the list of templates available on the site.
This template is now available to select in a rule that uses the
Generate document
 action.

Open the Rule builder

The Rule builder in the
Admin
 module allows you to build rules defined by triggers and actions.
  • Build your rule in Workflow. Open the
    Admin
     module and select
    Rule builder
     under
    Workflow
    . Either
    Add
     a new workflow, or select an existing workflow. In this example, the workflow already exists.
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    .
  • Add
     or select a rule.
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  • Select the
    Triggers
     tab and make sure the rule uses the linked iSheet. Set a column condition that will trigger the action defined in the next step (in this case, when a value is added to the
    NDA party name
     column).
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  • The
    Actions
     tab must be set to
    Generate document
    , then choose the appropriate Contract Express template. Select
    Save
     to finish.
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  • On behalf of
     - set a requestor that can then view the file if
    'Own' permissions
     are used.
Users with
'Own' view permissions
 for files cannot see the generated file unless 'On behalf of' is used.
Use 'On behalf of' to provide permissions to the original requestor of a document
By default, the Doc auto engine is listed as the Creator of a document (such as 'HighQ bot', 'Automation engine', or 'Contract Express Engine'). As of November 2022, you can select either the
Created by
 or
Modified by
 column from the iSheet used to generate the document, and provide view permissions to the 'requestor' of the document.
This allows the original requestor to retain ownership and view the file if
'Own' permissions
 are used.
The requestor can then view the document so it can be attributed, tracked and returned (to the original requestor) even as further changes or approvals are made to the document.
In
Actions
 tab of the
Edit rule
 window, select
Generate document
 and the
Template
. Click the
On behalf of
 drop-down menu to choose the column that contains the requestor:
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Select the
Created by
 or
Modified by
 column:
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Assign a task in Workflow

If you want to
assign tasks
 in Workflow, add a new rule in the same workflow. Please see the main Workflow section for more information.
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Follow the procedure described in Manage workflows to automate tasks.

This article applies to:

  • Product: HighQ
  • Subject: Workflow