Dynamically Assign Fillable Fields in Workflows for Documents & Contracts

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Documents and contracts templates make it easier to manage agreements and collect information from team members. We built a simple way to assign those fillable fields dynamically inside workflows so the right person fills out the right fields even when deal ownership changes.

Why this matters

Teams often reuse the same document or contract template across multiple deals. Ownership can change during the sales process, but the document itself stays the same. Without dynamic assignment, the wrong user might get asked to sign or fill in sender-assigned fields. Our workflow option fixes that by letting you control who is assigned to sender fields at runtime.

What changes to expect

• Sender selection reminder: When a field is set to "to be signed by" the sender, you will see a reminder that this can be set dynamically with workflows.
• Dynamic assignment field: When you pick a template that has fields assigned to the sender, a field named Assign Sender Fields 2 will appear in the workflow action.

How it works — step by step

Set up the workflow action to send a document and let the workflow decide who fills the sender-assigned fields.

1. Create or edit a workflow inside the Automation section.
2. In the Workflow Builder, add the action Send Documents and Contracts.
3. Select the From User and choose a template that has fillable fields assigned to the sender.
4. Under Assign Sender Fields 2, choose one of two options:
   • From User — the signer will be the workflow sender.
   • Template Owner — the signer will be the user who last updated the template.
5. Save the action, then save and publish the workflow to activate the configuration.

When to use each option

• From User: Use this when the person who triggers the workflow should fill the sender fields. This keeps field assignment tied to the workflow sender.
• Template Owner: Use this when a specific team member maintains the template and should always fill those fields, regardless of who triggers the workflow.

Practical example

Imagine a reused contract that requires a sales rep to enter their contact details in sender fields. A deal transfers from one rep to another. With dynamic assignment set to From User, the new rep will be asked to fill the sender fields when the workflow runs. If you set it to Template Owner, the designated template owner will fill those fields instead.

Tips and best practices

• Keep templates up to date and indicate which fields are sender-assigned so teams know how they behave in workflows.
• Standardize whether templates should follow the workflow sender or the template owner. Consistency reduces mistakes.
• Test workflows after publishing to confirm the correct user receives sender fields.

Frequently asked questions

Can we change the assignment after the workflow is published?

Yes. Edit the workflow, update the Assign Sender Fields 2 option, then save and publish again. Changes apply to subsequent workflow runs.

What happens if a template has no sender-assigned fields?

If the template does not include fields assigned to the sender, the Assign Sender Fields 2 option will not appear and the workflow will proceed normally.

Which option is best for changing deal ownership frequently?

Choose From User so the current workflow sender — typically the active owner — fills the sender-assigned fields. This keeps responsibility aligned with ownership.

Will this affect existing templates?

No templates are changed automatically. You only enable dynamic assignment when you select the template in the Send Documents and Contracts action and choose how to assign sender fields within the workflow.

Wrap-up

This workflow feature helps teams manage documents and contracts more reliably when ownership moves between users. By choosing From User or Template Owner for sender fields, we make sure the right person fills the right fields without changing the template itself.

For more automation tips and improvements that simplify CRM and contract workflows, explore our documentation and automation tools.

This article was created from the video Dynamically Assign Fillable Fields in Workflows for Documents & Contracts