How to integrate CloudSign with Outlook to send an email via Outlook when a contract is completed in CloudSign

CloudSign is an excellent tool that allows you to easily digitize traditional contract processes. It reduces the hassle of printing paper contracts and mailing costs, contributing to improved work efficiency. However, accessing CloudSign every time you want to check the progress of a contract can sometimes feel cumbersome. In this article, we will explain the benefits and methods of integrating CloudSign with Outlook, along with specific steps. This article is recommended for those who: - Want to streamline the entire contract process by integrating CloudSign with Outlook - Are sales representatives looking to automate customer interactions and follow-up emails upon contract completion - Want to quickly notify and communicate contract information to reduce time loss in operations Benefits and Examples of Integrating CloudSign with Outlook Benefit 1: Streamlining Post-Contract Processes By integrating CloudSign with Outlook, you can establish a system to efficiently proceed with post-contract actions. Utilizing the feature to automatically send emails upon contract completion can reduce the effort and time required for subsequent tasks. For example, after concluding a contract using CloudSign, it is common to send customers a "Contract Completion Notice" or "Next Steps Information." Manually performing this task involves creating an email, reviewing its content, and sending it, which takes a certain amount of time. However, with the integration of CloudSign and Outlook, you can automatically send emails upon contract completion. By streamlining the post-contract flow in this way, you can create an environment where customer interactions can proceed efficiently. Benefit 2: Streamlining Internal Task Management Integrating CloudSign with Outlook allows you to automatically send notifications to team members responsible for related tasks upon contract completion. For instance, when a contract is completed, you can set up notifications to be sent to sales representatives, such as "Follow-up based on contract details is required," and attach relevant documents. Additionally, you can send an email to the accounting department with "Preparation for invoice creation is necessary," attaching the contract and related information for quick sharing. By clarifying task responsibilities, role distribution is organized, making it easier to adjust the overall workflow. As a result, information sharing between related departments may become smoother, potentially streamlining internal task management. Benefit 3: Streamlining Information Sharing with External Stakeholders Automation can streamline information sharing with external stakeholders, helping to prevent communication omissions and delays. For example, when the sales department concludes a contract using CloudSign, the contract information is automatically sent to related parties such as delivery companies or manufacturing subcontractors, creating an environment where each department can respond promptly. Additionally, when a sales representative concludes a delivery contract, sharing information simultaneously with external delivery companies allows for early securing of transportation schedules, making it easier to meet customer delivery deadlines. By streamlining information sharing, collaboration with external stakeholders is likely to become smoother. In this article, we will proceed with integration using Yoom. If you haven't used it yet, please take a look at "First Time with Yoom." [What is Yoom] How to Create a Flow for Integrating CloudSign with Outlook This time, we will create a flow of "Sending Outlook when a contract is completed with CloudSign."

The integration flow is broadly created through the following processes. - Register CloudSign and Outlook as My Apps - Set a trigger to activate when a document is completed in CloudSign - Configure settings to send emails via Outlook - Test and verify Step 1: My App Integration with CloudSign and Outlook First, log in to your Yoom account. If you do not have an account, please create one on the Yoom account issuance page. 1. After logging in, click on My Apps and then click on New Connection. 2. You can search by app name in the input field. This time, search for and register CloudSign and Outlook respectively. CloudSign My App Registration First, let's register from CloudSign. Enter CloudSign in the input field, and when the CloudSign icon appears, click on it. 1. The following screen will appear. After entering the account name and client ID you want to add, click Add. This completes the CloudSign My App registration. For detailed instructions on CloudSign My App registration, please refer here. Outlook My App Registration Microsoft 365 (formerly Office365) has plans for home use and general business use (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail. Similarly, search for Outlook and click on the Outlook icon. 1. If you are logged into Microsoft 365 in advance, My App registration will be completed without any settings. If you are not logged in, the following screen will appear. Please select the account to integrate. 2. Please enter your password. Once you have finished entering, click Sign In. This concludes the My App registration for CloudSign and Outlook. When My App registration is successful, the following screen will be displayed. Please check if the CloudSign and Outlook icons are displayed on the My Apps screen. For more detailed information about Yoom, please check the Yoom Help Center. Selecting a Template and Preparing the Storage Location Please click on Try it from the link below.

If the following display appears, the template copy was successful.

Step 2: Setting the Trigger to Activate Once the Document is Finalized in CloudSign

1. First, click on "When the document is finalized" at the top.

2. Set the title freely.
Enter the account information to link with CloudSign.
Select "When the document is finalized" as the trigger.
Once the input is complete, click "Next".

3. Set the trigger activation interval.
You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Please note that the shortest activation interval varies depending on the plan.
Once the settings are complete, click "Test", and if there are no issues, click "Save".

Step 3: Setting to Send Emails with Outlook

1. Return to the flow.
Click on the "Send Email" icon.

2. Enter the account information to link with Outlook.

3. Set the email content.
Be sure to fill in the required fields.
Click on the edit field to display the output, and use it as needed.
Once the settings are complete, click "Next".

4. Review the email content, and if there are no issues, perform a test.
If there are no issues, click "Save".

5. This completes the flow of [Sending Outlook when the contract is finalized in CloudSign].

Step 4: Testing and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn ON Trigger" button to activate the flow bot.

Even without programming experience, you can easily set it up with Yoom.
Try this convenient flow from the link below.

Other Automation Examples Using CloudSign

There are many other examples of automation using CloudSign in Yoom, so let me introduce a few.

1. A flow to send contracts via CloudSign from kintone.
By using this flow, you can automatically create contracts from the record page of kintone.
This will make the contract creation process more efficient, allowing you to focus more on other important tasks.

2. This is a flow to send a message on Slack when a document is canceled or rejected in CloudSign.
‍By using this template, you can automatically send notifications to Slack when a document is canceled or rejected in CloudSign.
This will make it easier to share the document processing status within the team.

3. This is a flow to update Google Sheets information once the contract is completed with CloudSign.
‍ This template is recommended for those who want to "efficiently share the latest information with the entire team" and "reduce the hassle of updating tasks."
By using this template, the contract completion date is automatically added to Google Sheets, and the data is updated when the contract is completed.

Summary

By integrating CloudSign with Outlook, you can now automatically send emails from Outlook when a contract is completed.
This eliminates the need to manually check which contracts have been completed and send emails, even when handling multiple contracts simultaneously.
Even those worried about needing specialized technical skills can use Yoom with confidence.
Yoom is no-code, making it easy for beginners to operate.
By utilizing the pre-prepared templates, you can quickly incorporate automation into your daily tasks.
Why not start a new way of working with Yoom?