# Workflow Action - Send Documents & Contracts > Set up the Send Documents & Contracts action in GHL Customer Care. Map Sender fields to the From User or Template Owner, choose Email or Direct to automate delivery. - Source: https://docs.ghlcustomercare.com/docs/workflows/documents-and-contracts-3/workflow-action-send-documents-contracts - Section: Workflows / Documents & Contracts - Reading time: 4 min - Images: 6, each explained below --- If your organization has multiple salespeople but only one person responsible for sending out final contracts, you can now streamline the process using the **Send Documents & Contracts** action in Workflows. Dynamic assignment ensures the correct internal user signs templates that include **Sender** fields, eliminating manual edits per run. This is ideal for teams where the workflow sender or template owner varies by record or pipeline. By choosing to create contracts as _drafts_ rather than sending them directly, you can ensure that only the designated contract sender reviews and sends contracts. --- **TABLE OF CONTENTS** - [Why Use the “Create as Draft” Feature?](#why-use-the-create-as-draft-feature) - [Step-by-Step Guide](#step-by-step-guide) - [1\. Create or Edit Your Workflow](#1-create-or-edit-your-workflow) - [2\. Add the “Send Documents & Contracts” Action](#2-add-the-send-documents-and-contracts-action) - [3\. Configure the Action](#3-configure-the-action) - [4\. Save and Publish Your Workflow](#4-save-and-publish-your-workflow) - [Sending Out Draft Contracts](#sending-out-draft-contracts) - [Frequently Asked Questions](#frequently-asked-questions) --- ## **Why Use the “Create as Draft” Feature?** - **Centralized Review:** Only one person (or team) is responsible for reviewing and sending contracts, so you avoid confusion or accidental sends even after automated creation using templates. - **Quality Control:** Based on a Sales staff action or end user's action such as completing a form or any other action, it would still trigger the workflow to prepare the document, but the final send occurs after a designated check from the Documents & Contracts section. --- ## **Step-by-Step Guide** ### 1\. Create or Edit Your Workflow 1. In your account, go to **Workflows** and select **New Workflow** or edit an existing one. 2. In the workflow builder, add a **Trigger**. Common triggers might include: - A new deal stage being reached. - A specific form being completed. - Opportunity status being updated. ### 2\. Add the “Send Documents & Contracts” Action 1. Click on **Add New Action**. 2. Select **Send Documents & Contracts** from the list of available actions. ![Step 2 of 2: Select Send Documents & Contracts from the list of available actions](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155043915016/original/T6kB5IGg8ztRYsPFA_UkQlv2yUvCn0bPiw.png) **Step 2 of 2: Select Send Documents & Contracts from the list of available actions** This screenshot accompanies step 2 of 2 in the "2. Add the “Send Documents & Contracts” Action" section of "Workflow Action - Send Documents & Contracts". At this point in the walkthrough you select Send Documents & Contracts from the list of available actions. - What to choose: Select Send Documents & Contracts from the list of available actions. - Controls: Send Documents & Contracts, Add New Action Full procedure: 1. Click on Add New Action. 2. Select Send Documents & Contracts from the list of available actions. <- this image ### 3\. Configure the Action 1. **Action Name:** Give the action a meaningful name (e.g., “Draft Contract Creation”). 2. **From User:** Choose the user who will appear as the sender on the draft contract. 3. **Template:** Select the contract template you want to send to your contacts. 4. **Sending Mode:** Select **Create as Draft**. This ensures the document is generated but not immediately sent. > **Tip:** If you have multiple salespeople creating deals, you can build your workflow to auto-generate draft contracts for each relevant contact or opportunity. ![3. Configure the Action (image 2 of 6)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155043915077/original/s9YKy6McZuFUrBnHd3WhNedy0kVqb7tKMQ.png) **3. Configure the Action (image 2 of 6)** This screenshot appears in the "3. Configure the Action" section of "Workflow Action - Send Documents & Contracts". The text alongside this image reads: Tip: If you have multiple salespeople creating deals, you can build your workflow to auto-generate draft contracts for each relevant contact or opportunity. Immediately after, the guide continues: After configuring the details, click Save Action. Once you’re satisfied with the entire workflow, click Publish. Any contacts who enter this workflow will now trigger a draft contract to be created automatically. - What this covers: Tip: If you have multiple salespeople creating deals, you can build your workflow to auto-generate draft contracts for each relevant contact or opportunity. - Controls: Create as Draft - Next: After configuring the details, click Save Action. Once you’re satisfied with the entire workflow, click Publish. Any contacts who enter this workflow will now trigger a draft contract to be created automatically. Full procedure: 1. Action Name: Give the action a meaningful name (e.g., “Draft Contract Creation”). 2. From User: Choose the user who will appear as the sender on the draft contract. 3. Template: Select the contract template you want to send to your contacts. 4. Sending Mode: Select Create as Draft. This ensures the document is generated but not immediately sent. ### 4\. Save and Publish Your Workflow - After configuring the details, click **Save Action**. - Once you’re satisfied with the entire workflow, click **Publish**. Any contacts who enter this workflow will now trigger a draft contract to be created automatically. **Limitations & Workarounds** Workflows only evaluate the document/contract status **at the moment the contact enters the workflow**. If a contact enters on a trigger like “Document Sent”, and you later add a condition for “Status is Completed”, that branch logic **will **not update** even if the document gets completed afterward.** This behavior is **not dynamic** — status updates outside the workflow are not tracked or re-evaluated. If you need real-time responses based on document status, Create a **second workflow** triggered by events like **Document Signed** or **Document Completed**. Also, Route contacts in that second workflow using updated statuses. --- ## **Assign Sender Fields Dynamically (From User vs Template Owner)** Use this setting to auto-assign template fields marked **To be signed by → Sender** at send time—no manual edits per run. **How it works** If the selected template contains **Sender** fields, the action detects them and assigns those fields to your choice below. This applies to all **Sender** fields in the template for that send. **Options** **From User:** assigns Sender fields to the workflow’s **From user** (the user sending the document). **Template Owner**: assigns Sender fields to the **user who last updated the template**. **Steps** 1\. Select the **From user** at the top of the action.   ![Assign Sender Fields Dynamically (From User vs Template Owner) (image 3 of 6)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155064084884/original/QkZeuoRlYWQuewwHcrDpDJ-8JXDW3u9CaA.png) **Assign Sender Fields Dynamically (From User vs Template Owner) (image 3 of 6)** This screenshot appears in the "Assign Sender Fields Dynamically (From User vs Template Owner)" section of "Workflow Action - Send Documents & Contracts". The text alongside this image reads: 1. Select the From user at the top of the action. Immediately after, the guide continues: 2. Choose a Template that uses To be signed by → Sender on its fillable field(s). - What to choose: 1. Select the From user at the top of the action. - Controls: To be signed by → Sender, How it works, Sender, Options, From user, Template Owner, user who last updated the template, Steps, Assign Sender Fields To, From User, Sending Mode, Channel - Next: 2. Choose a Template that uses To be signed by → Sender on its fillable field(s). 2\. Choose a Template that uses **To be signed by → Sender** on its fillable field(s). 3\. Set **Assign Sender Fields To** to **From User** or **Template Owner**. ![Assign Sender Fields Dynamically (From User vs Template Owner) (image 4 of 6)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155064085028/original/vhFXH3upErCxqlVBHj2EQ3ho13auclX32g.png) **Assign Sender Fields Dynamically (From User vs Template Owner) (image 4 of 6)** This screenshot appears in the "Assign Sender Fields Dynamically (From User vs Template Owner)" section of "Workflow Action - Send Documents & Contracts". The text alongside this image reads: 3. Set Assign Sender Fields To to From User or Template Owner. Immediately after, the guide continues: 4. Choose Sending Mode and Channel (Email or Direct), then Save. - What this covers: 3. Set Assign Sender Fields To to From User or Template Owner. - Controls: To be signed by → Sender, How it works, Sender, Options, From user, Template Owner, user who last updated the template, Steps, Assign Sender Fields To, From User, Sending Mode, Channel - Next: 4. Choose Sending Mode and Channel (Email or Direct), then Save. 4\. Choose **Sending Mode** and **Channel** (**Email** or **Direct**), then **Save**. ![Assign Sender Fields Dynamically (From User vs Template Owner) (image 5 of 6)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155064085067/original/tlScsGlwgcQDmSF4Wssjq1R8oQE_HX44vg.png) **Assign Sender Fields Dynamically (From User vs Template Owner) (image 5 of 6)** This screenshot appears in the "Assign Sender Fields Dynamically (From User vs Template Owner)" section of "Workflow Action - Send Documents & Contracts". The text alongside this image reads: 4. Choose Sending Mode and Channel (Email or Direct), then Save. Immediately after, the guide continues: After your workflow has created contracts in a draft state, the final sending responsibility lies with the designated person or team. Here’s how to send them. - What to choose: 4. Choose Sending Mode and Channel (Email or Direct), then Save. - Controls: To be signed by → Sender, How it works, Sender, Options, From user, Template Owner, user who last updated the template, Steps, Assign Sender Fields To, From User, Sending Mode, Channel - Next: After your workflow has created contracts in a draft state, the final sending responsibility lies with the designated person or team. Here’s how to send them: --- ## **Sending Out Draft Contracts** After your workflow has created contracts in a draft state, the final sending responsibility lies with the designated person or team. Here’s how to send them: 1. **Navigate to Documents & Contracts:** In your account, go to the **Documents** or **Contracts** section. 2. **Locate Drafts:** You will see all drafted contracts. 3. **Review and Edit (If Needed):** Make any final edits or personalizations to the document. 4. **Send the Contract:** When you are ready, click **Send**. The contract will then be delivered to the contact, and you can track its status from there. ![Sending Out Draft Contracts (image 6 of 6)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155043915289/original/CsvIacGOTXHyQUbjfLVfzjbRS-fsFzmgBQ.png) **Sending Out Draft Contracts (image 6 of 6)** This screenshot appears in the "Sending Out Draft Contracts" section of "Workflow Action - Send Documents & Contracts". The text alongside this image reads: Navigate to Documents & Contracts: In your account, go to the Documents or Contracts section. Locate Drafts: You will see all drafted contracts. Review and Edit (If Needed): Make any final edits or personalizations to the document. Send the Contract: When you are ready, click Send. The contract…. Immediately after, the guide continues: Can multiple people review draft contracts before sending? Yes. If you have a team approach to reviewing, any users with the necessary permissions can open and review the draft before it’s sent. Can I automate sending directly if I don’t…. - Where to go: Navigate to Documents & Contracts: In your account, go to the Documents or Contracts section. Locate Drafts: You will see all drafted contracts. Review and Edit (If Needed): Make any final edits or personalizations to the document. Send the Contract: When you are ready, click Send. The contract will then be delivered to the contact, and you can track its status from there. - Controls: Documents, Contracts, Send - Next: Can multiple people review draft contracts before sending? Yes. If you have a team approach to reviewing, any users with the necessary permissions can open and review the draft before it’s sent. Can I automate sending directly if I don’t need a review step? Absolutely. Under Sending Mode, choose “Send Directly” if you want the contract automatically sent without needing to go through the draft stage. Where can I see the status of my contracts? Go to Payments > Documents & Contracts. Each contract will show whether it is in Draft, Sent, or Completed status. Full procedure: 1. Navigate to Documents & Contracts: In your account, go to the Documents or Contracts section. 2. Locate Drafts: You will see all drafted contracts. 3. Review and Edit (If Needed): Make any final edits or personalizations to the document. 4. Send the Contract: When you are ready, click Send. The contract will then be delivered to the contact, and you can track its status from there. --- ## Frequently Asked Questions 1. **Can multiple people review draft contracts before sending?** Yes. If you have a team approach to reviewing, any users with the necessary permissions can open and review the draft before it’s sent. 2. **Can I automate sending directly if I don’t need a review step?** Absolutely. Under **Sending Mode**, choose “Send Directly” if you want the contract automatically sent without needing to go through the draft stage. 3. **Where can I see the status of my contracts?** Go to **Payments >** **Documents** & **Contracts** . Each contract will show whether it is in Draft, Sent, or Completed status. --- Documentation for GHL Customer Care. Support: support@ghlcustomercare.com