This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
This bot automates the process of populating dropdown fields in your documents with up-to-date data, like client names or product lists, directly pulled from your QuickBooks account.
Use case: A company needs to prepare a purchase order form where the user must first select the business city. Based on this input, the dropdown field for selecting a vendor will be automatically populated with vendors that operate in the specified city, ensuring the selection is relevant and up-to-date.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose Bot and search for the Pre-fill dropdowns from QuickBooks bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Connection settings
Note: Currently, only the Sandbox environment is available. The Product environment will become available in a later bot version.
In Source, select and connect your QuickBooks account.
To connect a new account , select Add new connection. For the QuickBooks instance, select Sandbox.
Select a base object in QuickBooks (for example, Vendors) where the data for pre-filling will be sourced.
Mapping
In Data mapping, select Map fields. Drag and drop QuickBooks fields onto document dropdown fields. Blue highlights show available fields. Mapped field names appear on the canvas.
To add new fields, select Edit document.
To cancel mapping, hover over the connected field name and select Unmap, or click the corresponding icon next to the mapped field in the document.
Lookup
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
|
Signer details | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Text input | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
|
Testing
In the Test section, check how the bot works by selecting Test. You will see a success message if everything is set up correctly. If there are issues, review the connection, mapping, or trigger configuration.
If you skip testing by selecting Skip testing, you may miss issues with the bot setup. Testing is recommended to ensure everything works as expected.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Without defined conditions, the bot will default to activating whenever recipients interact with documents or complete them.
Best practice: If you configured the lookup to locate the QuickBooks starting record, set conditions to ensure the lookup field is not empty.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.