Avvoka enables users to automate document processes through Workflows, allowing actions to run automatically when triggers are met. This guide explains how users can configure triggers, actions, and settings.
1. Setting Up Triggers
To start a workflow, select the enrollment trigger by pressing the “Set enrollment trigger” button.
Triggers can occur when:
A specific condition in the questionnaire is met
The document state changes
Available Triggers
Trigger | Description |
Questionnaire Trigger | Triggered when a specific condition is met in the questionnaire (e.g., VALUE = £100,000). |
Label Added | Triggered when a label is added to the document. |
Label Removed | Triggered when a label is removed from the document. |
Document Created | Triggered when the document state is ‘Document Created’. |
Document Questionnaire Submitted | Triggered when a document questionnaire is submitted. |
Document Questionnaire by Counterparty | Triggered when the counterparty submits the questionnaire. |
Document is being edited by a Party | Triggered when the document state is ‘Locked’ because a party is currently editing. |
Approval Status | Triggered when a specific approval or approval condition is met. Learn more here. |
Document is Ready to Sign | Triggered when the document state is ‘Ready to Sign’. |
Document Out for Signature with AdobeSign or DocuSign | Triggered when the document is sent for signature via AdobeSign or DocuSign. |
Document is Partially Signed | Triggered when the document state is ‘Partially Signed’ (Avvoka Sign). |
Document is Signed | Triggered when the document state is ‘Signed’. |
Document is Completed | Triggered when the document state is ‘Completed’. |
Document has been Deleted | Triggered when the document is deleted. |
Document Questionnaire Submitted | Triggered when a document questionnaire is submitted. |
Document Questionnaire by Counterparty | Triggered when the counterparty submits the questionnaire. |
Document has been Deleted | Triggered when the document is deleted. |
Learn more about creating joint workflow triggers here.
2. Selecting Actions
Once a trigger is selected, you can choose one or multiple actions to occur automatically. Press the ‘+’ button to add more actions stemming from the same trigger.
Available Actions
Action | Description |
Add Attachment | Upload a file to attach to the document. |
Add Document Label | Add customized document label. |
Add Participant | Add a new or existing participant to the document. |
Add Approver | Block the document from being sent, signed, or downloaded until approval is provided by the added participant. |
Create a Related Document | Generate a related document from a different template. |
Lock Tagged Clauses | Lock specific clauses in the document to prevent edits. |
Move to Folder | Move the document to a selected folder within Avvoka. |
Save Document Version | Save the current version of the document to track changes. |
Send Document | Send the document in DOCX or PDF format via email to primary recipients, with optional CC. |
Send Reminder Email | Send an automated reminder email to participants regarding the document. |
You can learn how to add new Participants and Approvers to a Workflow here.
3. Configuring Action Settings
For each action in a workflow, you can configure specific behaviors to automate document management efficiently.
Here are additional actions and their definitions:
Send Attachments – Automatically sends selected attachments with the document when the trigger occurs.
Send Attached Documents and Custom Email Template Automatically Upon Trigger – Sends the document and attachments using a predefined email template when the trigger is met.
Send Related Documents – Creates and sends related documents from another template when the trigger occurs.
Deactivate Action if Trigger is No Longer Present – Disables the action if the trigger condition is no longer met.
Re-enroll Document in Workflow if Trigger Criteria is Met Again – Re-enrolls the document in the workflow if the same trigger occurs again.
Remember: Always press Save to retain workflow after setup.