Creating a Sales Document Using Workflow Rules

You can automatically create system or custom sales documents in BoldSales using Workflow Rules. The available pipelines shown while creating a sales document depend on the pipeline selected while configuring document types.

This guide explains how to configure a workflow rule, select the Create sales document action, and understand how pipeline visibility is controlled based on the document type.

Use cases

Automatically generate a Quote when a Deal reaches a specific stage

A sales team wants a Quote to be created automatically when a Deal moves to the Proposal Sent stage.

Create an Agreement automatically after a Deal is closed

Once a deal is marked as Closed Won, the team wants an Agreement document created and ready for review.

Creating a sales document using a workflow

To create a sales document through a workflow:

1. Go to Setup in the left sidebar.
2. In the Setup drawer, navigate to Process Management > Workflow Rules or Automation > Workflow Rules.
3. Alternatively, use the search bar and type Workflow Rules.

The below image shows how to access Workflow Rules.

5. Click

Set trigger and conditions

1. Click the icon in the top-left of your form, enter the Workflow rule name and optionally add a description to explain its purpose.
2. In the Trigger module dropdown, select Pipelines and choose the specific pipelines e.g. Deals, Renewals, Contracts, Orders)
3. Choose a Trigger type, for example:
   • Record created
   • Record created/edited
   • Record edited
   • Date/time
4. Add conditions to define when the workflow should run. This is optional.

Note: If no conditions are added, the workflow runs every time the selected trigger occurs.

4. Click Next or to define actions.

The below image shows how to Set Triggers & Conditions.

Define actions

Instant and Delayed actions

Instant actions are executed immediately when the workflow is triggered, with no waiting period or dependency. Delayed actions, on the other hand, are scheduled to run after a specified time.

Under the Instant Actions or Delayed Actions section, click the dropdown and select Create sales document.

For more information, refer to Instant Actions and Delayed Actions.

Note:
When Create sales document is selected, only those document types that are enabled for the configured pipelines are displayed, ensuring the document is created from a valid pipeline.

Configure Sales Document

1. After defining the Create sales document action and selecting a document type, the Configure Sales Document drawer opens. Use this drawer to define how the sales document should be created and populated.

Configure document details

Document type

The document type is selected by default.

Template

Select a template associated with the chosen document type. A template selection drawer opens, choose the required template and click Use this template.

Document name

Enter a name manually or click Insert field to use dynamic fields from:

• Pipelines
• Company
• Primary Contact

Document owner

Select a user to assign ownership of the document.

Status

Choose the initial status of the document (for example, Draft).

Add more fields

Additional custom or optional fields appear based on your document configuration. The Add Fields drawer opens, allowing you to select fields and click Add.

2. Click Save to complete the action setup.

Activate the workflow

1. Review the trigger, conditions, and actions.
2. Click to activate the workflow.

Once activated, BoldSales automatically creates a sales document whenever the trigger criteria are met. The document is pre-filled using the configuration you defined and is linked to the appropriate pipeline based on the selected document type.