CLM Workflow - select folder to store contract

Hello ​@rodvillani !

As I'm thinking through this, to have a user manually choose the folder, and then the document move to the selected folder, is a little bit more complicated than I originally thought. I would not recommend using an eform, though. One question I have, that might simplify the solution some, is is this a static list of folders or does the list of folders dynamically change?

First, is build an Attribute Group with an attribute field type = Dynamic Dropdown. The dynamic dropdown will be used to pull the list of subfolder names from the folder. The syntax for the dropdown is

folder|/parent folder/child folder/etc

For example, if I wanted to pull a list of folder names from my Contracts folder I would use: folder|/Sales/Contracts

By doing this, any subfolders under Contracts will be visible as the dropdown values when the Attribute group is applied to a document. The Attribute group could be applied to the document via a workflow. You could also just build a standard dropdown with the list of subfolder names if the subfolder list remains static.

Once the group is applied, at some point during the workflow, after the document is signed, the user will be able to manually update the attribute on the document to choose the correct subfolder (this can be done outside of a workflow step directly from the document preview). 

From here, it depends on if the list of subfolders is static or dynamic. 

If the list of subfolders is static, then I would create several document smart rules for each subfolder. The smart rule will be triggered based on the user manually updating the attribute. You would set the smart rule filter to be Attribute Value = Subfolder 1. And then set the smart rule action to be "Document Move = Subfolder 1". Build a smart rule for each possible subfolder based on the attribute value selected. 

If the list of subfolders is dynamic, I would still create a document smart rule. The smart rule is triggered based on the user manually updating the attribute. But the action would have to kick off a small workflow. The workflow will find the document, verify the new attribute value, and move the document to the correct folder. 

More about dynamic dropdowns: https://support.docusign.com/s/document-item?language=en_US&bundleId=lun1683559393884&topicId=use1683669211278.html&_LANG=enus
More about document smart rules: https://support.docusign.com/s/document-item?language=en_US&bundleId=qaz1642962729191&topicId=zzu1576610162557.html&_LANG=enus

We run through a very similar Smart Rule scenario in the Docusign CLM Administration deep dive training: 
https://dsucustomers.docusign.com/docusign-clm-administration

Hope this helps!
Kelly

Hi Kelly! Thanks for your help! The syntax folder| in the dropdown is great and it could help, but apparently I can’t select more folder levels in this dropdown, right? For example, if I need to save the document in the Sales/Contracts folder now and later another document in the HR/Other Documents folder, how could I do that? Is it possible to have conditional dropdowns based on the parent folder?

Thanks again for the reply!

Rodrigo

It’s not possible with the dynamic dropdown type. You’d have to create several of these to handle different folder paths. 

It is possible to have a dropdown based on another dropdown with a Cascading Attribute type. For example, I’ll use the classic Country/State/City example. I can select the Country value in the first dropdown which will determine which States i will see in the second dropdown From there, my choices of Cities would be limited in the third dropdown based on the Region.

The only issue is the cascading option are static - meaning they can’t dynamically change based on if the folders are changing so an Admin will always have to maintain the csv input file. You can read more about this attribute type here:

https://support.docusign.com/s/document-item?language=en_US&bundleId=lun1683559393884&topicId=oes1576610118314.html&_LANG=enus