The Document Sent and Document Complete (Signed) Automation Triggers allow you to automatically initiate workflows based on the lifecycle of a document in Optix.
These triggers are ideal for automating next steps after important agreements — such as membership contracts or waivers — are sent or completed, saving time and reducing manual follow-up.
New to Automations? Start here to learn how Automations can help put your manual, redundant tasks (like following up on overdue invoices!) on autopilot.
Leveraging these Automation triggers can help you:
Streamlined operations: Automatically move users through key steps — like activation or onboarding — as soon as documents are sent or signed
Timely communication: Send instant confirmations, reminders, or welcome messages tied to document status changes
Improved compliance: Ensure no user gains access until required documents (e.g. agreements or waivers) are fully signed
Smarter automation design: Combine document name and status conditions to trigger only the workflows that matter most to your business
How to create an Automation with these Triggers
How to create an Automation with these Triggers
Go to the Automations tab in your Optix dashboard
Click New Automation to begin creating a workflow
Select Start from Scratch
Choose Document sent or Document complete (signed) from the list of Triggers
Add the Actions you’d like to take place (e.g., send message, assign plan, update user property)
Save your automation
Tip: You can use conditions to filter workflows by document name or status:
Document name — Define which specific document activates the workflow.
Document status — Identify whether the document is Sent, Signed, or Completed.
Example: Trigger an automation only if “Document name = Membership Agreement”.
FAQs
FAQs
Can I send a confirmation email after a document has been signed?
Yes! Once all parties sign a document, send a confirmation email to the user and your admin team via an Automations action.
Can I follow up on unsigned documents?
Yes, if a document is sent but not signed after a certain number of days, send a reminder email using 'Delays' and 'Emails' in Automations.