Overview
Smart Workflows let you automate repetitive document processes. Instead of manually sending, routing, and tracking documents, define a workflow once and let ZiaSign handle the rest.
Workflow Builder
The visual workflow builder lets you create automation flows by connecting triggers, conditions, and actions:
Trigger → Condition → Action → Condition → Action → ...
Triggers
| Trigger | Description |
|---|---|
| Document Uploaded | Fires when a new document is uploaded |
| Template Used | Fires when a document is created from a specific template |
| Document Completed | Fires when all signers finish signing |
| Scheduled | Fires at a set time/interval (daily, weekly, monthly) |
| API Call | Fires when your app calls the workflow API endpoint |
| Manual | Fires when a user clicks "Run Workflow" |
Conditions
Add branching logic to your workflow:
- Document metadata — Route based on document name, template, or tags
- Signer info — Route based on signer email domain, role, or department
- AI analysis — Route based on contract value, risk level, or clause presence
- Custom fields — Route based on form field values
Actions
| Action | Description |
|---|---|
| Send for Signing | Create and send a signing request |
| Request Approval | Send to an approver before proceeding |
| Notify | Send email, Slack, or Teams notification |
| Tag Document | Add metadata tags for organization |
| Move to Folder | Organize completed documents |
| Call Webhook | Send data to an external API |
| Run AI Analysis | Trigger AI contract analysis |
| Wait | Pause for a duration or until a condition is met |
Example: Contract Approval Workflow
Workflow Templates
ZiaSign includes pre-built workflow templates for common scenarios:
- Employee Onboarding — Send offer letter → NDA → benefits enrollment → equipment request
- Vendor Procurement — Request approval → send contract → track completion → notify AP
- Sales Contract — Generate from CRM → legal review → customer signing → countersign → file
- Lease Renewal — 90 days before expiry → notify tenant → send renewal → track response
API Integration
Trigger workflows programmatically:
Frequently asked questions
What triggers can start a workflow?
Workflows can be triggered by document upload, template use, API call, webhook event, scheduled time, or manual activation.
Can workflows integrate with other tools?
Yes. Workflows support webhook actions to call external APIs, plus native integrations with Slack, Microsoft Teams, Google Workspace, and Salesforce.
Do I need to code to create workflows?
No. The workflow builder is a visual drag-and-drop interface. For advanced logic, you can write custom conditions using a simple expression language.
Related documentation
AI Contract Analysis
Automatically analyze contracts for key clauses, risks, obligations, and important dates using ZiaSign's AI.
Integrations
Connect ZiaSign with your existing tools — CRM, cloud storage, communication, and productivity apps.
Document Templates
Create reusable templates with pre-placed fields to send documents faster and maintain consistency.