Move a record’s status automatically when a document is saved
Set the template to move the record to a given status, such as “Quote issued”, at the same moment the document is saved to the record.
Before you start · 1 thing · for owners and managersA status field in the template’s unit
- You need: The permission to edit document templates
- A status field in the template’s unit.
Steps
How it works
The file and the status are saved in one edit, so they show as one line in the change history, and the card moves on the kanban.
A record that’s already in that status doesn’t change.
The document comes first: if the status isn’t allowed, the document is still saved, and the message “Document saved. Status not changed” shows with the allowed statuses.
If the status is deleted or archived after the template is set, the document is still saved and you’re asked to update the template.
Changing the template’s unit clears this setting.
The Generate document step in an automation can apply the same setting.
If something goes wrong
A real example
Employees forget to move the client to the “Offer sent” stage.
- The “Program offer” template moves the “Stage” field to “Offer sent” on save.
The pipeline on the kanban is always right, and the supervisor knows who received an offer.