In this article, you will learn how to utilize the Proposals and Estimates trigger to trigger a workflow for use cases based on the change in the state of the document you sent through the Proposal and Estimates tab.
This can be useful for business as it can help you send an invoice, update opportunity tags, attach tags to contacts, and maintain a record through actions like Google Sheets/Slack after the proposal/estimate has been sent/signed by one of the recipients or completed by all participants.
Things you will need to use this trigger:
- The product for the proposal and/or estimate
- The proposal or estimate created
Step 1: Adding the trigger
- Go to Workflows and add the Trigger Proposals and Estimates.
- You can filter by document (proposal or estimate), status (completed, sent, or signed/accepted), and/or value.
- The most common use case can be to trigger a workflow based on the document status.
- Sent triggers the workflow when the document has been marked as Sent by the business.
- Signed/Accepted based on the condition that it has been signed by one of the recipients of the document. (Useful in case of multiple recipients receiving the document and the business needs to maintain a record whenever any recipient has signed/accepted it)
- Completed triggers the workflow when the document has been signed by all recipients who received the document.
In the example above, we used a Proposal document, and the status should be Signed/Accepted.
Step 2: Add the additional action steps
- You can now add the needed action steps below the trigger.
- You can even add the If/Else condition and create different routes if they completed, sent, or signed the proposal or estimate.
Note: Using the proposals and estimates trigger will show all the custom values for this type of trigger.
- Once you have added your action steps and are ready to go, publish this workflow and save.
- We recommend that you test first by going through the steps like a lead would. This means sending yourself a test proposal and completing or signing it to trigger your workflow.
Frequently Asked Questions (FAQs)
Does the trigger function for business users as well as contacts who sign the document?
Yes, the trigger will fire for all events when the proposal is sent or signed by the contact or the business user.
Is it possible to use the contact and user custom values inside the workflows with this trigger?
Yes, businesses will be able to make use of custom values inside workflows.
Is it possible to send internal notifications or external emails using the trigger?
Yes, business users will be able to make use of the email templates configured to send notifications upon a trigger event.