You can streamline your workflows by automatically creating and sending Aptly Sign documents using automations. This is especially useful for processes where the same document needs to be sent every time a card reaches a certain step.
Common workflows where this is helpful include:
- Sending a Property Management Agreement (PMA) for new owner leads
- Lease renewal agreements
- Move-in documentation for new residents
- Any process that requires consistent document signing
With the Create eSignature automation action, Aptly can automatically generate and send the document for you.
Step 1: Navigate to the Board
Start by going to the board where the document should be created.
For example:
- Owner Leads board for sending a PMA
- Lease Renewals board for renewal agreements
- Move-In board for onboarding documents
Click New Automation to begin creating your workflow.
Step 2: Configure Your Automation Basics
As with any automation, follow standard best practices:
- Title: Use a clear, descriptive title that explains the trigger and action.
Example: Send PMA when card enters Ready for PMA stage
- Folder: Organize the automation in the appropriate folder for easier management.
Step 3: Set the Trigger
Next, define when the document should be created.
A common trigger is On Stage Change.
Example configuration:
- Trigger: On Stage Change
- Stage: Ready for PMA
- Action Timing: Immediately
This means the document will be created as soon as the card enters that stage.
Step 4: Select the Create eSignature Action
Add the Create eSignature action.
You’ll need to configure several settings to ensure the document is created correctly.
Select a Template
Choose the Aptly Sign template you want to use.
All available templates will appear in the dropdown.
Example:
- Owner PMA template
Auto-Send Option
You can choose whether the document sends automatically or requires review.
Auto-Send OFF
- The document assignee receives a notification to review the document before sending.
Auto-Send ON
- The document sends automatically if there are no errors.
If any errors occur during creation, the document assignee will still receive a notification to review it before sending.
Document Title
Set the title used to identify the document.
You can also use merge fields to automatically include information from the card.
Example:
- PMA - {Owner Contact Name}
Using merge fields helps make documents easier to locate in your document list.
Signature Folder
Select the Aptly Sign folder where the document will be stored for organization.
The document will also appear in the Aptly Sign view on the board if that view has been added.
Document Expiration
Set when the document should expire.
Example:
- Expire after 3 days
You can also:
- Base the expiration on a date field from the card
- Enable Honor Business Days so the expiration follows business day rules.
Document Assignee
The document assignee is responsible for managing the document and receiving related notifications.
You can assign the document using several options:
- Manual (no default assignment)
- Card Assignee
- Specific User
- Round Robin – All Users
- Round Robin – By Team
- Team Selection
- Contact Field from the Card
For example, on a renewal board you might assign the document to the Property Manager contact field.
Step 5: Configure the Signing Order
You can set the order in which recipients sign.
To do this:
- Enable Signing Order
- Add recipient groups
Each group represents the next signer in the sequence.
For each group, you can choose recipients from:
- All contacts on the card
- Assigned user
- Specific contact types
- A contact field
- A specific email field
- A specific email address
You can also add additional recipient groups if multiple signing steps are required.
Step 6: Add Countersigners (Optional)
If your document requires a countersignature, you can add countersigners.
This step is optional and only necessary if your document requires it.
Step 7: Select the Sending Inbox
Choose the inbox the document will be sent from.
This can be a personal or shared inbox.
You can also add an optional email message that recipients will see when they receive the signing request.
Step 8: Test Your Automation
As with any automation, it’s recommended to test before activating it.
- Toggle the automation On
- Place it into Test Mode
- Run the automation using a test card
This ensures the document is created and sent as expected.
What Happens After the Automation Runs
Once triggered, the document behaves like any other Aptly Sign document.
- Signers receive the signing request
- Assigned users receive any notifications related to the document
- The document appears in the Aptly Sign dashboard
- You can track progress and activity from the document view
If the automation assigns the document to another user, they will receive a notification that they were assigned to the document.
Additional notifications will follow your e-signature notification settings.
Using the Create eSignature automation action can significantly reduce manual work and ensure documents are sent consistently as part of your workflow.