In Journeys, documents play a crucial role in automating and streamlining workflow processes. Whether you're generating contracts, reports, or any other types of documents, Journeys makes it easy to integrate document management into your automated workflows. This guide will help you understand how to create, manipulate, and utilize documents effectively within Journeys. See an example file at the end of this article.
Creating and editing a Document
Upload a Template:
Navigate to the Documents section in your Journeys dashboard.
Click on "Add Document"
Upload your Word template (.docx) that includes fields (e.g., {{name}}, {{date}}) for dynamic content. These fields will be replaced with real data as the journey progresses. Field names cannot contain special characters, spaces or any symbols and cannot start with a number. For longer field names use _ between words i.e. {{company_name}}.
To be able to customize a date format you can use this syntax to control:
{{fyrst_workday|datetime('%d-%m-%Y')}}Where you add this |datetime('%d-%m-%Y') inside the fields name and can change the order of d, m, Y as you want.
Define Fields:
You can rename the fields with labels and here you can use special characters like the Icelandic characters and spaces
With Type you can define if any fields should be for example a date, number, email address, or a list.
Ensure that each placeholder is correctly mapped to correspond with data collected earlier in the journey or entered manually.
3. Re-order fields by drag & drop
You can now manage & re-order the fields for your documents so they are exactly the way you want them by using drag & drop.
All changes you make are then displayed on all 'Create document' actions, that use this specific document template, in the workflow builder.
4. Test value for preview
You can now test to see if all the data like {{name}} is visible in the contract.
Type in dummy info to test it and hit "Preview button"
Status
Documents can have one of three different status: Draft, Active and Disabled. Only documents with Active status are available to be used in Journey builder.
Edit a document
To edit a document you need to replace it. You can download the current version, make the changes in Word and then replace it.
Using Documents in a Journey
Integrate documents at any stage of a journey:
Create document:
Add a document creation action after gathering necessary data from forms or other inputs.
Example: After a new hire form is completed, automatically generate an employment contract.
Here you can map the data into the placeholders you have in the document, you control what goes where.
Conversion to PDF:
Use the Convert Document action to transform your Word document into a PDF.
This feature is particularly useful for finalizing official documents that should not be altered.
Send Documents:
For e-signing integrations you can send the converted PDF document to be signed.
Utilize the Send Email or Send Text Message actions to distribute documents.
Attach the generated PDF directly in the email or provide a secure link in a text message.