Automation—Form Document Collection

Effi’s New Form Document Collection Automation makes it easier than ever to request the right documents—without lifting a finger!

Whether a client submits a form, updates their details, or a lead moves through your pipeline, document requests are triggered instantly through your workflows. No delays. No chasing. Just smart, seamless automation.

🎥 Here's a quick feature walkthrough video!

When Are Document Requests Triggered?

Document requests can be triggered by several key client or lead actions, depending on how your workflow is configured:

• Form Submitted—when a client completes and submits a form
• Form Submission Changed—when a submitted form is updated
• Form Progress Changed—when a client makes progress on a form but hasn’t submitted it yet
• Deal Changed—when a lead moves from one stage to another
• Other Customised Flows—any automation that references a document template

These triggers activate document templates assigned within your automation flow, prompting the system to automatically request the relevant documents from the client.

What Happens If the Same Flow Runs Again?

In some cases, the same document collection flow can be triggered more than once. For example:

• A lead is moved back to a previous stage with an existing document request
• A client resubmits or updates a form
• A workflow is re-triggered manually or through another automation

When this happens, Effi checks if there's an existing document request from the same flow. What happens next depends on the delete policy set in the automation.

Delete Policy

• Delete if No Document Uploaded—removes the previous request only if no files were submitted

• Delete Unconditionally—always deletes the previous request and creates a new one

• Skip if Document Uploaded—skips creating a new request if the required document was already uploaded

• Skip Unconditionally—always skips creating a new request, regardless of upload status

These policies ensure your workflows stay clean and efficient—preventing duplicate requests and keeping the client experience seamless.

Want to automate your document collection?

Kindly reach out to our support team at support@effi.com.au, and we’ll help you get started with customised flows and templates.