How to use new filters and conditions for documents and contracts in workflow actions and triggers in Highlevel

• Setting Up Your Workflow: A Step-by-Step Guide
• Exploring Filters and Conditions for Document Workflows
• Understanding Workflow Triggers Based on Document Status
• Implementing Conditional Branches in Your Workflow
• Additional Features and Final Thoughts

HighLevel has introduced innovative workflow triggers and actions specifically designed for documents and contracts. These new features enable you to automate tasks based on document status changes, such as when a document is sent, viewed, or completed. This guide will show you how to effectively utilize these tools to enhance your workflow.

Setting Up Your Workflow: A Step-by-Step Guide

To set up a workflow using the new triggers and actions for documents and contracts, follow these steps:

1. Access Workflows: Log in to your HighLevel account and navigate to the ‘Automation’ section. Then, go to ‘Workflows’ and create a new workflow.
2. Start from Scratch: Select ‘Start from Scratch’ and choose your trigger type. Select ‘Documents and Contracts’ from the available options.

Exploring Filters and Conditions for Document Workflows

1. Add Filters: In the trigger settings, you can add filters to refine your workflow. For example:
   • Template Filter: Choose a specific document template. Ensure you have created templates under ‘Payments > Documents and Contracts > Templates’ beforehand.
   • Recipient Type Filter: Specify whether the recipient is the business owner or the contact receiving the document.
   • Status Filter: Select the document status that will trigger the workflow, such as completed, sent, signed, accepted, or viewed.
2. Example Filter Setup:
   • Template: Select your pre-created template.
   • Recipient Type: Choose ‘Contact’.
   • Status: Select the desired status, like ‘Completed’ or ‘Viewed’.

Understanding Workflow Triggers Based on Document Status

Each document status can trigger specific actions in your workflow:

1. Completed: Triggered when all parties have signed the document.
2. Sent: Triggered when the document is marked as sent by the business.
3. Viewed: Triggered when the document is viewed by any recipient apart from the sender.
4. Signed: Triggered when one of the recipients signs the document.
5. Accepted: Triggered when the document is accepted by a recipient.

Implementing Conditional Branches in Your Workflow

To handle different scenarios based on document status, use conditional branches in your workflow:

1. Create Branches: Use the ‘If/Else’ condition to create branches for different statuses:
   • Branch 1: Name it ‘Sent’. Set the condition to ‘Status is Sent’.
   • Branch 2: Name it ‘Signed’. Set the condition to ‘Status is Signed’.
   • Branch 3: Name it ‘Completed’. Set the condition to ‘Status is Completed’.
   • Branch 4: Name it ‘Viewed’. Set the condition to ‘Status is Viewed’.
2. Save and Implement: After setting up the branches, hit ‘Save Action’. Your workflow will now handle different document statuses effectively, allowing for precise automation.

Additional Features and Final Thoughts

HighLevel workflows also support internal notifications and external emails triggered by document status changes. You can utilize custom values within these workflows to further tailor your automation.

By incorporating these new filters and status-based triggers, you can significantly enhance your document and contract management processes in HighLevel, ensuring more efficient and streamlined operations.

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This guide helps you master the new workflow triggers and actions for documents and contracts in HighLevel, enabling you to automate and optimize your processes effectively.