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
The bot sends email notifications via Gmail to inform stakeholders when a specific recipient completes a document in the workflow.
Use case: A legal team processes client contracts through airSlate workflows. When a client signs a contract, the bot sends a Gmail notification to the manager, enabling them to take immediate steps to finalize the deal and avoid delays.
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Email via Gmail on document completion bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
In Sender, connect the bot to Gmail.
Select the Gmail account from which notifications will be sent.
Authorize airSlate to access your Gmail account to send notifications.
If you have connected airSlate to Gmail before, it will link automatically.
You can also create and connect a new account by clicking Add new connection.
Recipient
In Recipient, specify the email address to receive the notification when the document is completed. You can define the recipient's email from various sources, such as a specific workflow step, a contact stored in the system, a field within the document, or a pre-configured input parameter.
Define recipient from | Explanation |
Step | Use this option for steps with the Signer TBD permission to define the recipient directly from a specific workflow step. Ideal for scenarios where the recipient is dynamically assigned during the process. |
Contact | Select a recipient from the address book or manually add a new email address. This option is useful for workflows with consistent recipients, such as managers or team members. |
Document field | Extract the recipient's email directly from a specified field in the document. Best suited for workflows where email addresses are pre-filled within the document. |
Input parameter | Retrieve the recipient's email from a pre-defined input parameter set at the start of the workflow. Ideal for workflows with variable recipients. |
Email notification
In this section, you can customize the notification email sent via Gmail upon document completion by editing the subject line or message body. To include dynamic information, such as company name or workflow name, type the @ symbol and select the desired variable from the list.
Tip:For example, use @ and select Workflow name to include the workflow's name in the email body.
Enable copies of completed documents as email attachments to ensure recipients have all necessary materials. To attach documents, select the checkbox and choose one or more documents to include in the email.
You can attach documents as an archived ZIP file for easier management. To enable this option, select the corresponding checkbox.
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 complete the documents.
Best practice: When using the document field as the source for the recipient email, set conditions to ensure this 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.