Bots are essential components of workflows that enable a wide range of automations, such as pre-filling documents, exporting data, sending notifications, and more. By integrating bots into your workflow, you can automate routine tasks, reduce manual effort, and ensure consistent process execution.
Once the required documents and steps are added, you may proceed with the bots configuration. You can add the bot in the step or between other elements .
Bots overview
Bots are categorized based on their functionality and the stage at which they operate within a workflow. Here are the main categories of bots available:
Pre-fill actions: automate the population of documents with data from various sources, such as Google Sheets or CRM systems;
Post-fill actions: execute actions after documents are filled out, like saving files to cloud storage or creating records in CRM systems;
Cron schedule actions: Perform tasks at scheduled intervals, such as sending reminders or notifications.
Each bot falls into either the free or paid category. Paid bots consume workflow credits when executed, while free bots do not. Learn more about credits usage in this article.You can explore the full list of available bots by using the search bar or browsing through specific categories.
Add bot to step
You can add bots to each step of the workflow that can perform actions when documents are sent to signers and while they are in the process of filling out the documents. Select the step where you want to implement automated actions and choose the Add bot option.
At this stage, the following bots categories are available:
Bot category | Description |
Pre-fill actions(example: Pre-fill from doc to doc, Pre-fill from Google sheets, etc.) | These bots are triggered by events during the document signing process. They automate actions within the step based on specific triggers, such as when the signer opens and enters the signing session or interacts with and fills out a field in the document. Pre-fill bots ensure efficient automation and data management within the current step. |
You may check and search through all the available bots at this stage by using the search bar or checking the corresponding bot categories.
Once chosen, click on the selected bot and you will be forwarded to the bot setup page.
Once installed, the bot will be shown in the corresponding step.
Add bot between steps
When you add bots between other elements in the workflow, you have the possibility to select from a range of bot categories that can execute specific actions depending on various triggers. These bots empower you to automate actions and enhance the efficiency of your workflow between the time when signers engage with documents. It's important to note that each bot added between the elements in the diagram will run on its own separate technical revision, allowing you to sequence bots such as pre-fills and exports.
Click the plus ( +) button between the steps and choose the Bot option.
At this stage, the following bot categories are available:
Bot category | Description |
Pre-fill actions (example: Pre-fill from Doc to Doc, Pre-fill from Google sheets, etc) | Bots perform pre-fill actions when signers have not yet received the documents to fill out or when signers have completed filling out the documents.. |
Post-fill actions (example: Save to Google Drive, Export to Google Salesforce, Create Salesforce record, Notifications on document completion) | The bots execute actions after the document has been filled out, allowing you to perform additional tasks or automate specific actions based on the filled data. |
Cron schedule (example: Send Custom Reminder) | Bots that execute actions at specified intervals based on a schedule. |
You may check and search through all the available bots at this stage by using the search bar or checking the corresponding bot categories.
Once chosen, click on the selected bot and you will be forwarded to the bot setup page.
Once installed, the bot will be shown in the diagram.
Actions with bots
Bot configuration
You can edit the existing settings by clicking on the bot title.
If the bot is not configured correctly or has not been set up completely, you will see the warning message and the bot title will be grey out. You will need to double-check the setting to complete the bot configuration.
Duplicate bot
Make a copy of the existing bot along with its settings and use it within the step or between the other elements of the workflow. To duplicate the bot, click the three dots menu and select Duplicate.
Move bot
You can drag and drop bots to reposition them within your workflow.
Note:Bots that don’t support in-session triggers can’t be moved into steps.
Moving a bot between steps
Drag the bot to a white square between steps;
The bot will run after the previous step is completed;
All bot settings are saved — you don’t need to reconfigure anything.
Moving a bot into a step
Only bots that support in-session triggers can be moved into steps;
Steps will highlight when a bot can be dropped inside;
The bot is placed at the bottom of the step's bot list;
The Trigger section will open — select a new trigger;
All bot settings are saved — you don’t need to reconfigure anything.
Moving a bot from one step to another
Drag and drop the bot into the new step;
The current trigger stays the same;
All bot settings are saved — you don’t need to reconfigure anything.
Delete bot
If the bot is no longer required for your workflow, you can remove it. To proceed, hover over the needed bot, click the three dots menu and select Remove.
