Documents Automation allows you to save time by automating the sending of documents for e-signatures based on specified events.
Example: When a booking is confirmed, a document will automatically be generated based on the selected template and sent to the guest for a signature.
How to access Documents Automations?
First, access the Automations module from the top menu bar.
Then click on the + Auto Create button on the right, then choose the Documents option.
You can also access Documents Automations from the Documents List View by clicking on the Automations button. It will open an overlay showing the Documents Automations, along with the option to create a new Documents Automation.
Now click on +Automation
Create Documents Automation
After clicking to add a new Documents Automation, a step-by-step overlay will appear to guide you through the options. The first step is to select an Event that will trigger the Documents Automation when it occurs.
In the screenshot above, you can choose different events as described below:
Inquiry Created: Send the document when an inquiry is created. This is ideal for situations where you accept booking inquiries, and need to send a document before confirming the booking.
Booking Confirmed: Send the document when the booking status is marked as Confirmed. This is ideal for situations where you need to send a document the moment a stay has been booked for your rental.
Invoice Created: Send the document when an invoice is created. This is ideal for situations where you need to send a document along with the creation of a new billing for a booked stay.
Invoice Paid: Send the document when the invoice status is marked as paid. This is ideal for situations where you need to send a document the moment that payment confirmation has been received.
Time-based Events: This event lets to choose a specific time for the automation, in relation to the booking. e.g. 1 hr after a booking is confirmed. Refer to this help article for more on Time Based Events.
The second step will be to choose Channels & Rentals that you want this automation to be used for, if you do not choose any, then by default the automation will be applied to all channels and rentals.
The third step is to enter the details of the Action - in this case, you will choose the document type which will be sent. For more details regarding document types, please see this help article.
Once you finalize the Document type, the next step is to select a template that will be sent when this automation is triggered. Select an existing template from the dropdown list or create a new one. To know more about how to create templates, please read this help article.
The final step involves specifying who will receive the document when the automation fires. Depending on who the signers of the document are, this section might look different. There are two combinations of signers that can be used with automations:
Guest Signer
User Signer (A user from your AdvanceCM account)
When you are finished editing the settings in this step, it is time to save your automation. Click the Save button to finish the wizard, and save your automation. The Documents Automation will be created and will look like the screenshot below.
Delete Documents Automations using the icon below.
Enable/Disable Documents Automation using the toggle below.
