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Do you have any of the following concerns about contract management?
Even if you save time on printing and mailing documents by introducing an electronic contract service, if it takes time to confirm the completion of documents, contract management and sales activities will not proceed smoothly. As a solution to this issue, there is a method to set up automatic notifications upon contract completion.
This article introduces how to automatically send emails with Gmail when a contract is completed with DocuSign. This automation allows you to notify stakeholders in real-time about contract completion, eliminating the need for manual checks and email communication. Let's enable quick initiation of subsequent tasks in contract management and sales activities.
Integrating DocuSign and Gmail offers the following benefits for contract management and sales activities.
Through integration, you can automatically detect contract completion and notify via email. This eliminates the need for manual checks of contract status and the creation of notification texts. Even if multiple contracts are required for one customer or if contract updates are frequent, this automation can reduce the workload. Moreover, by minimizing the risks of overlooking completed contracts, delayed communication, or forgotten notifications, which are common in manual processes, you can also expect improvements in operational quality.
By reducing the time lag from contract completion to notification through automation, swift information sharing among stakeholders becomes possible. Based on this information sharing, tasks such as saving certificates and contract documents, preparing deliveries, and issuing invoices can be initiated. By enabling legal and sales personnel to smoothly proceed with post-contract tasks, it leads to faster contract management and shorter lead times until the start of transactions. Quick follow-up after contract completion can provide reassurance to customers, leading to the building of good trust relationships and improved customer satisfaction.
With the automation tool Yoom, setting up the integration between DocuSign and Gmail is easy. Please try this automation.
[About Yoom]
Now, let's set up the integration and automation of business flows between DocuSign and Gmail.
Using a template, we will introduce the steps to create a business flow that "sends a Gmail when a contract is completed in DocuSign".
1. Please log in to Yoom.
2. Click the "Try it" button below to copy the template in Yoom.
*If you have already connected the apps, please proceed to Step 2.
1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.
2. From the new connection list in My Apps, select DocuSign and Gmail respectively, and connect the apps.
Next, copy the template to My Project and create a Flow Bot.
If you haven't copied it yet, please copy the Flow Bot template from below.
1. Hover over the banner and click "View Details"
2. Click "Try this template" on the redirected page
3. Register for Yoom
※ If you have already registered, the login screen will be displayed, so please log in.
1. Open the copied template.
※ You can change the title to any desired title from the red-framed section in the image below.
2. Click on the Flowbot's "App Trigger: When the envelope is completed".
3. Configure the "Select Integration Account and Action" settings.
Change the title if necessary and click "Next".
4. Set up the app trigger's Webhook event reception.
Refer to the instructions and precautions to set it to activate upon envelope signing/completion. This setting will trigger when all recipients have completed their actions on the envelope.
5. Click "Test".
6. If the test is successful, click "Save".
1. Click on the Flowbot's "Send Email: Send Email".
2. Configure the email settings.
・Title: Can be changed if necessary.
・Email content: Enter the required information in each field. You can use the output obtained in Step 2 for the subject and body.
※ The image below is an example of input. Create the content with confirmation items and business instructions for those who need to share information, such as legal or sales personnel.
※ The image below is an example of output reference. When you click on the input field, candidates will be displayed, so select the target item. The output of the envelope ID is necessary to identify the concluded document.
3. Click "Next".
4. Review the sending content and click "Test".
5. If the test is successful, click "Save".
This completes the "Send Gmail when a contract is completed in DocuSign" flow.
Switch the trigger of the saved flow to "ON" to activate it.
The Flowbot template used this time
Send Gmail when a contract is completed in DocuSign
There are many other examples of automation using DocuSign and Gmail in Yoom, so here are a few introductions.
1. This is a flow where you retrieve information from DocuSign on a specified schedule and send an email via Gmail if certain conditions are met. For example, it is a template that can be used to notify only on the first day of each month if an important project that is taking time to progress has not been completed. With automatic notifications, you can regularly check the status of agreements.
2. This is a flow to store DocuSign certificates in Google Drive. Certificates of signed documents are automatically saved in a specific folder in Google Drive. This eliminates the need for manual downloading or uploading of certificates when contracts are signed, which is expected to improve contract management efficiency.
3. This is a flow to update the deal stage in HubSpot when a DocuSign envelope is completed. By automatically updating the SFA deal information upon contract completion, you can track the progress of sales activities in real-time. If sales representatives can immediately recognize the completion of contracts and respond quickly to customers, it is expected to improve customer satisfaction.
By integrating DocuSign with Gmail, you can automate notifications when a contract is finalized. This eliminates the need to spend time checking the status of agreements or making contact, allowing personnel to focus on other tasks and quickly begin subsequent processes after notification. Preventing delays or omissions in communication and ensuring smooth follow-ups can help build trust with clients and improve customer satisfaction. With Yoom, you can easily set up these integrations. Give it a try.
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