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Self-paced
Rename Workflow Instances on Completion
1250 students
15 minutes
Isn’t it easier to sort document packages when they are properly named? Discover how to automatically change names for your sets of documents using recipient data.
About this course
This course takes you through the process of taking the data a recipient fills in a document and automatically assigning it as the name for one or several documents. You’ll learn how to select the necessary data type to be added as the document name once your recipient completes this information.
By the end of this course, you'll be able to simplify document sorting and better structure document storage.
What’s included?
lessons to explain how to automate the process of renaming document sets
quiz to consolidate your knowledge & test new skills
badge to showcase your new skills
What will you learn?
How to save time and eliminate hassle by automatically renaming document sets
How to ensure the proper names are assigned to every one of your documents
How to speed up and simplify navigation between multiple documents
Who is this course for?
Anyone using electronic documents in their business routines
Anyone looking to master workflow automation without coding
Those who want to advance their career with new skills
Related workflows
Start learning today
Sign now for free
Experience streamlined document workflow automation and what it can do for your organization
Over the last few decades, technology and automated business processes have been developing fast. They’ve become a vital part of many types of activities. Document automation workflow helps organizations complete everyday tasks faster and improves a team's overall productivity by removing the hassle and eliminating the mundane steps of a task.
If you could imagine your business as a Boeing 747, then document workflow automation would be its autopilot. Of course, you could fly without it, but not for long distances. Today, running a company is similar. Tackle all the many challenges that come in every shape and size by automating and optimizing your business processes for more efficient success in the long term.
There's a variety of software available for completing routine working tasks. But each performs a limited number of functions, usually in one specific area. These include CRM systems for Sales and Client Services, task managers, and even software for creating invoices and reports. Using so many separate tools takes away a lot of time, especially when you have to learn and manage each one. But what if you could combine them into one holistic system and create an effective document workflow that increases your operational productivity?
How to implement streamlined workflow document automation using airSlate WorkFlow
airSlate WorkFlow leads the market in document workflow automation systems. It’s a powerful no-code end-to-end solution that allows anyone to easily generate, integrate, and deploy every business tool into one holistic workspace. It suits large and small enterprises and helps create and configure an infinite number of business processes without involving IT departments and/or using expensive APIs. How do we do it? The key is using no-code bots (built-in software robots) that allow users to combine documents and templates into a complex document workflow. It only takes 10 to 15 minutes to configure a fully automated process.
In your airSlate WorkFlow workspace, you can build workflows for:- Contract Management and Negotiation
- Employee onboarding
- Creating invoices
- Company budgeting
- Finance
- Marketing campaigns
- Sales and Customer Service
- Education
- HR
- Automation bots — pre-fill forms, create roles and reminders, and set up new workflow instances.
- Data movement — set up automatic data transfers between web forms, spreadsheets, PDFs, and other documents.
- Integration bots — integrate workflows with the most popular databases, CRM systems, and cloud services.
- Permissions — set up and control document access permissions for the recipients.
Configuring bots lets your organization experience a document automation workflow that operates 24/7 without human interaction.
Create or enhance a document workflow with the Rename workflow instances on completion bot
When you create a workflow instance, airSlate automatically names it. To automate the process more efficiently and customize new instances, use the Rename workflow instances on completion bot. For example, when you build a Sales Invoice workflow, recipients sign and return it as is – unnamed and undefined.
Using the bot helps you avoid renaming every document individually and manually. Add the Rename workflow instances on completion bot and set its conditions. After creating a workflow instance and your invoice is signed by a recipient, the bot will give it a custom name that uses the client’s name, invoice number, and/or submission date (for instance).
Find and identify invoices more easily. The Rename workflow instances on completion bot helps you effectively create a document workflow and automate it.
While setting up the bot, you can tell it how to name or pre-fill documents with data from form fields or the +Data variable list. The Rename workflow instances on completion bot can be triggered based on:
- fillable fields in a form
- specific recipient information entered in a form
- particular date or time
- workflow instance’s metadata
Configuring the bot per your needs creates a streamlined document automation workflow that reduces and sometimes eliminates monotonous tasks. In the airSlate document workflow automation system, you save time for other essential tasks and projects, like building client relationships and developing your business.
The airSlate Academy: short courses for future benefits
Even if it now seems easy to automate your working processes, it’s worth going through the Academy’s courses for a deeper dive into what the right document workflow automation tools can do for your organization. Business is a sensitive mechanism that requires precise actions. Join the airSlate Academy and learn more about document workflow automation and business process optimization. Find simple instructions on creating and automating workflows, level up your skills in setting up bots, and explore real-world examples illustrating different areas of activity. By the end of the course, you will receive a personalized certificate.
Questions & answers
Here is a list of the most common customer questions. If you can’t find an answer to your question, please don’t hesitate to reach out to us.
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The easiest way to start automating document workflows is using airSlate WorkFlow. This unique solution works right from your browser so that you don't have to install any additional software on your device. Additionally, this automation system doesn't require you to learn how to code. You just upload or create your documents, assign roles, add bots that automate or integrate your documents with other systems of record, and get valuable benefits from accelerating and streamlining your work.
Consider using airSlate WorkFlow. With this platform, you get all the capabilities you need for contract generation and document workflow automation. Specialized software robots called bots assist you in completing repetitive, time-consuming tasks. You can select a needed bot from the list, customize the conditions for when it must activate, and indicate the set of actions that must be completed. After you're familiar with the basic principles of airSlate WorkFlow, enroll in the airSlate Academy courses to become a pro in the industry of business automation.
airSlate WorkFlow's primary purpose is to free you from routine and repetitive tasks. That's why you're free to have as many workflow instances as you need. Additionally, you can have any number of documents in the system. Just don't forget to change document names to avoid confusion.
The best automation system for document management is airSlate WorkFlow because of its accessibility to anyone around the globe. It works online and doesn't require coding, so creating an automated document workflow is simple. Furthermore, airSlate WorkFlow has its own free automation Academy that can help anyone learn more about document workflow automation and streamline their businesses. Enroll in the courses and become an expert now!
airSlate WorkFlow, as a document automation solution, is built especially for creating document workflows. First, you need to import your documents or use the ready-made templates (a master copy of a document that contains pre-defined roles and can be reused to send new documents). Then, you can assign roles to distribute responsibilities between members within a workflow instance. After that, you can add bots that will do the rest of the work for you; there are many specific tools for exporting files, updating records, sending notifications, changing document names, etc. If you want to learn more about each bot, you can visit the airSlate WorkFlow website or complete courses from the airSlate Academy.
Among multiple "automation academies" that teach you how to deal with simple repetitive tasks, one solution helps you automate document workflows without a single line of code. It's called airSlate WorkFlow. It has a user-friendly interface that assists you in creating workflows, editing them, automating, and collaborating on them.
You need to use airSlate WorkFlow. This solution has all the tools required for automated document management, starting from the automatic pre-filling of records and ending with changing document names or archiving them to the cloud. Learn how to handle business and document process automation in our automation academy by airSlate WorkFlow. It's free and provides all successful participants with a certificate that confirms their knowledge.
Yes! Anyone who wants to get valuable knowledge and skills around document workflow automation can register on the website, choose a course, complete it, and receive a certificate without paying a penny. Completing these courses is a wise decision because they don't function as regular Help desk articles. They allow you to learn more about principles of work, basic rules for automating processes, the use of various tools, and much more valuable information. Try out our automation Academy. Become a pro!
Rename Workflow Instances on Completion
Automating document renaming in workflows enhances organization and simplifies retrieval. This course covers configuring a bot to automatically rename documents based on specific conditions, making it especially practical for HR professionals handling large volumes of documents.
Topics covered:
- How to assign a new name to documents for your workflows
- How to adjust conditions to rename documents automatically
- How to configure a bot’s advanced settings
Course lessons include:
- Introduction: Overview of the course and its relevance.
- Setting up the bot: Step-by-step instructions on configuring the bot.
- Using data variables: How to use data variables for dynamic naming.
- Adjusting conditions: Setting specific conditions for bot actions.
- Advanced settings: Customizing advanced bot settings for better control.
Who should enroll:
This course is designed for HR professionals who need to manage and organize large volumes of documents efficiently. It's also ideal for anyone looking to enhance their document management skills through automation.
Course outcomes:
With this course, you will learn how to:
- Automatically assign new names to workflow instances.
- Adjust conditions to specify when documents should be renamed.
- Simplify document navigation with the tags feature.
Upon completion, you will receive a certificate to showcase your new skills. This certificate demonstrates your expertise in workflow automation, a valuable addition to any HR specialist's resume. You can share it on professional networks like LinkedIn or include it in your portfolio to enhance your career opportunities.