This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
The bot automates the process of assigning new names to completed packages. This simplifies document management by improving identification and location among other packages.
Use case: Employee Onboarding Process. Imagine that you are an HR manager who sends a package of onboarding documents to a number of new employees. When dealing with too many packages, it can be easy for the HR manager to lose track of whose packages go where. The Rename workflow instances bot solves this issue by automatically assigning an employee’s name to a package once they complete it.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose the Rename package bot in the Process bot category or use the search bar to locate the one.
3. Click on the bot to install it.
Trigger:
A trigger is a specific event, like completing a document, that activates the bot. This bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Action settings:
Set a new name that will be assigned to the package after its completion by selecting one of the item types:
Fixed value: assign a static, unchanging name of your choice. For instance, you could set a name like "Project Report"
Signer details: use the details of the signer, such as their name or email address
Document field: assign the name from a field that the signer has already filled out in the document.
Date and time: insert the date, time, year, etc., when the document is being filled out or signed.
Compound: combine static text with dynamic data variables. For example, you can create a name using the "@" symbol followed by selecting from available data variables , example- Invoice_@{Document Number}.
Note: Special symbols like: @#$ cannot be used in the document’s name.
Testing
In the Test section, simulate the bot's performance by selecting Test. A success message confirms proper configuration. Any errors will be displayed as an error message.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Without defined conditions, the bot will default to activating whenever signer complete the documents.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.