How to integrate CloudSign with Dropbox to store signed contract documents in Dropbox
How to Integrate Applications
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2024/12/17
How to integrate CloudSign with Dropbox to store signed contract documents in Dropbox
k.hieda
"It's great that we signed the contract, but we can't keep up with the management..." "It takes too long to find the contract..." Have you ever felt these challenges? CloudSign is a convenient tool that allows you to complete contract signing online. By integrating with Dropbox, documents after signing are automatically stored in a designated folder, making it easy to find the necessary contracts. Previously, programming was required, but with our Flowbot template, it can be easily implemented without any code. We will explain the setup method and specific benefits, so please read to the end.
Recommended for those who:
This Flowbot is especially recommended for those who have the following concerns.
- Feel that contract management is cumbersome or prone to errors
- Want to enhance transparency and progress tracking in contract operations
- Want to manage contracts efficiently while maintaining security
Benefits and specific use cases of storing documents in Dropbox after completing signing with CloudSign:
From the perspective of sales representatives, managers, and team leaders, we considered how automating contract management can be beneficial.
1. Automatically save contracts, eliminating the need for file organization
When a contract is signed with CloudSign, the document is automatically saved in a designated folder in Dropbox. Manual downloads and folder organization are no longer necessary, preventing missed saves. Therefore, sales representatives do not need to download the contract and choose a save folder after signing. This prevents manual errors like "not knowing which folder it was saved in" or forgetting to save the file. As a result, contracts are always automatically saved in the correct location, eliminating the need for later organization.
2. Centrally manage contracts and find them quickly
Contracts are automatically organized and saved in a designated folder within Dropbox. They are not stored haphazardly, and you can always access the latest contracts. Therefore, managers can save the hassle of checking multiple folders or with different personnel to find contracts. Since all contracts are organized in a designated location, you can quickly check, for example, "contracts signed this month" or "contract details with a specific client." This creates an environment where you can quickly detect and respond to delays or missed contracts.
3. Contract progress becomes clear, and verification is simple
Contracts signed with CloudSign are automatically saved in Dropbox, making the progress clear. You can instantly see "which contracts are completed" and "if they are the latest version." Therefore, team leaders can quickly verify, for example, "Is the contract with Company A completed?" or "Is the contract with Company B the latest version?" This creates an environment where anyone can check the same contract status without relying on specific members. The time spent manually searching for files or checking progress is reduced, allowing more focus on task allocation and schedule management. It also helps reduce risks such as task omissions or forgetting to update contracts.
From here, we will explain the steps to build the flow of storing documents in Dropbox after completing signing with CloudSign without programming.
[About Yoom]
How to store documents in Dropbox after completing signing with CloudSign:
This automation flow first triggers when "document signing is completed" on the CloudSign side, detecting that the document has been signed. Then, using CloudSign's API action, it "retrieves a list of files attached to the document" and obtains a list of file IDs related to the attachments. Using these file IDs, it executes a "repeat process (loop)" to handle multiple files individually if necessary. Within the repeat process, it "retrieves the document attachments" through the CloudSign API and obtains each file's data. Finally, using Dropbox's API, it "uploads the file" and stores it in the specified Dropbox folder. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily realized without programming knowledge.
Integration process:
- Register My App with Yoom (CloudSign and Dropbox)
- Copy the template
- Set up app triggers and integrate apps
- Turn on the trigger button and start integration
※A 2-week free trial is available with the paid plan. During this period, you can also use apps and AI functions (operations) that have usage restrictions in the free plan.
Once you have completed entering the required fields, click the Add button. This completes the My App registration for CloudSign.
Dropbox
Select Dropbox from the search results, and the login screen will be displayed.
After entering the email address and password of the account to be integrated, please allow access from Yoom.
This completes the My App registration for Dropbox.
Step 2: Copy Yoom's Flow Bot Template to My Project
Click on this banner.
The template will be copied to My Project. You can access My Project from the left menu bar.
Step 3: App Trigger "When Document Signing is Completed in CloudSign"
Click the first step of the template.
Here, you will retrieve the document information of the signed contract and set the activation interval for the flowbot.
(1/2) Select Integration Account and Action
This item is already pre-configured.
App Trigger Title
App
Account Information for Integration with CloudSign
Trigger Action
→ Click Next.
(2/2) API Detailed Settings for App Trigger
Trigger Activation Interval
Set the activation interval for the flowbot.
You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. *The shortest activation interval varies depending on your plan.
→ Click Test. → Success. The sheet's item name and test values have been retrieved.
→ Click Save.
Step 4: Integration with App "Retrieve List of Files Attached to Document"
Click the second step of the template.
Here, you will retrieve file information from the document ID.
(1/2) Select Integration Account and Action
This is already pre-configured.
App Trigger Title
App
Account Information for Integration with CloudSign
Trigger Action
→ Click Next.
(2/2) API Connection Settings
Document ID
The citation code for the document ID is embedded in the pre-settings.
→ Click Test. → Success
→ Click Save. This step is complete.
Step 5: Repeat Process "Loop with File ID"
Click the third step of the template.
This is pre-configured, so a light blue icon (indicating configuration) is lit next to the step, but let's open it for explanation.
※ The operation between "Repeat the Same Process (Loop)" operations is a feature available only in the Team Plan and Success Plan. In the Free Plan and Mini Plan, the operations or data connections set in the flowbot will result in an error, so please be careful. ※ Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
(1/1) Specify Repeat Target
Using Yoom's "Repeat Process (Loop)" feature, perform repeated processing on the list of retrieved file IDs. This allows you to perform individual operations on each file, even if multiple files are attached.
Step 6: Integration with App "Retrieve Attached Files of Document"
Click the fourth step of the template.
Execute "Retrieve Attached Files of Document" to obtain the target file data. This action allows you to download PDF files or documents linked to each file ID via the CloudSign API. Since the process is repeated for each file ID, all files can be reliably retrieved one by one, even if multiple files are attached.
(1/2) Select Integration Account and Action
This is already pre-configured.
App Trigger Title
App
Account Information for Integration with CloudSign
Trigger Action
→ Click Next.
(2/2) API Connection Settings
Document ID
Configured.
File ID
Configured.
→ Proceed to Test. → Success. PDF files can be retrieved.
Step 7: Integration with App "Store File in Dropbox"
Click the fifth step of the template.
As the final step, upload the file data obtained via the CloudSign API to a specified folder using the Dropbox API. By setting the Dropbox action "Upload File," you can automatically store contracts and attachments on Dropbox. By utilizing the original file name obtained and specifying the folder path in advance, centralized contract management can be achieved.
(1/2) Select Integration Account and Action
This is already pre-configured.
App Trigger Title
App
Account Information for Integration with CloudSign
Trigger Action
→ Click Next.
(2/2) API Connection Settings
Folder Path
Enter the storage location within the integrated Dropbox. This setting allows files to be organized and uploaded to a specific folder, making management easier.
File Name
Specify the name of the file to be uploaded.
{{Loop Count of File ID List}} is dynamically assigned within the loop process, preventing duplicate file names when uploading multiple files.
The file name must include an extension (e.g., .pdf). Forgetting this may result in the file not being saved correctly.
File Attachment Method
Configured.
→ Proceed to Test. → Success. File name and file ID can be retrieved.
→ Click Save. This configuration is complete.
Step 8: Turn ON the App Trigger
Once all steps are configured, a completion screen will be displayed.
Turn ON the Trigger to activate the flowbot. You can toggle it from the top left of the template.
<span class="mark-yellow">The flowbot setup is complete without programming.</span> The template used this time is here.
Expand More! 3 Automation Solutions Achieved by Integrating CloudSign with Other Apps
CloudSign allows for various API integrations.
1. Automatically Create and Send Contracts from Google Forms
This flow automatically creates and sends contracts using the information entered in Google Forms through CloudSign. By using form submission as a trigger, the process of creating and sending contracts is automated, reducing the workload on the person in charge. As a result, the person in charge only needs to review the content, significantly reducing the time required for creating and sending contracts.
2. Automation for Creating and Sending Contracts from Notion
This is a flow that automatically creates and sends contracts using CloudSign based on the information registered in Notion. By utilizing a Chrome extension, you can directly initiate the flow from the detailed page in Notion, reducing the need for manual input and preventing input errors or omissions.
3. Automatically Update Google Spreadsheet After Contract Completion
After the contract is completed with CloudSign, the contract date and document details are automatically entered into the Google Spreadsheet. This eliminates the need for the person in charge to manually update the data, preventing input errors and information leaks, while ensuring that the latest information is always shared within the team.
Summary
The Flowbot introduced here is a simple system that automates document storage after contract signing by integrating CloudSign and Dropbox.
With a consistent flow, the rules for file names and storage locations become clear, making it easier to organize and search contracts. It also prevents errors such as missed saves or saving in the wrong location, which are common with manual work, allowing you to manage contracts with peace of mind. Since it can be easily set up without any coding, it is a major attraction that it can be adopted immediately. If you are considering streamlining contract management, please try this Flowbot. You can view more details from the banner below.
Would you like to experience a new way of working? Well then, see you again!
The person who wrote this article
k.hieda
10 years as a web planner and director. When I worked for a web production company, my main focus was on proposing modifications and operation plans to clients and proceeding with production. I'm currently a parallel worker. We produce blogs in Yoom's content division, and receive external public relations projects for companies in our individual business. Since we are starting a private lodging, we aim to thoroughly improve the efficiency of routine work!
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