Automate Contract Employee Lifecycle with Google Docs, DocuSign & Airtable

⚙ Automated Contract Employee Placement & Management System: Setup Guide

This guide will walk you through setting up your n8n workflow. By the end, you'll have a fully automated system for managing your contract employee placements, from generating documents to sending renewal reminders.

How It Works

This workflow is structured in three logical phases to automate the entire contract management lifecycle:

1. Phase 1: Placement Trigger & Data Retrieval: The workflow begins when a new placement record is created in your CRM or database. It automatically retrieves all necessary employee and client data to prepare for contract generation.

2. Phase 2: Contract Generation & Delivery: The system uses a pre-made Google Docs template to generate a professional contract. It then automatically sends this document for e-signature via DocuSign to both the employee and the client.

3. Phase 3: Post-Placement Management & Reminders: Once the contract is signed, the workflow updates your database, notifies your team, and adds the start date to your calendar. A separate scheduled automation runs weekly to proactively check for expiring contracts and send renewal reminders.

Step-by-Step Setup Guide

Follow these steps to configure the workflow in your n8n instance.

Step 1: Prerequisites & Database Setup

Before you begin, ensure you have the following accounts and a workspace set up:

• n8n Instance: Your self-hosted or cloud-based n8n instance.
• Airtable: Your main database for managing placements.
• Google Docs: A contract template saved in your Google Drive.
• DocuSign: For handling electronic signatures.
• Slack: For internal team notifications.
• Google Calendar: For adding start dates to a shared team calendar.

Airtable Database Preparation:
Create an Airtable base with a Placements table. This table must include the following columns:

• Candidate Name
• Candidate Email
• Client Name
• Client Contact Email
• Start Date
• End Date
• Status

Google Docs Template Preparation:
Create a contract template in Google Docs with placeholders in the format {{placeholder}} (e.g., {{candidateName}}, {{clientName}}).

Step 2: Workflow Import & Credential Configuration

1. Import the workflow's .json file into your n8n instance. All the necessary nodes will appear on your canvas.
2. Click on any node with a red "!" icon (e.g., the Airtable or DocuSign node).
3. Click "Create new credential" and follow the instructions to connect your accounts. Repeat this for all nodes that require credentials.

Step 3: Node-Specific Configuration

Configure the following key nodes to match your specific setup:

1. Webhooks Trigger :

   • Click on the Webhooks Trigger node and copy the Webhook URL.
   • Configure your CRM or Airtable to send a POST request to this URL whenever a new placement is created.

2. Airtable Nodes :

   • For every Airtable node in the workflow, enter the correct Base ID and Table Name (Placements) that you created in Step 1.

3. Google Docs Node :

   • In the Template File ID field, enter the file ID of your Google Docs contract template.
   • Map the placeholders you created in your template to the dynamic data from your database (e.g., {{candidateName}} should be mapped to ={{ $json.candidate_name }}).

4. DocuSign Node :

   • Enter your Account ID in the credentials settings.
   • Map the Signer Name and Signer Email fields to the data from your database.
   • Ensure your DocuSign envelope template is configured with anchor text (e.g., /signature/) that matches the anchor tags in the DocuSign node.

5. Cron Trigger :

   • The Cron Trigger node is set up to check for expiring contracts. You can adjust the Interval parameter (e.g., Every Week) to match your desired schedule.

Step 4: Activation

1. Once all credentials and node configurations are complete, click "Save" at the top of the canvas.
2. Toggle the workflow to "Active" in the top-right corner.

The workflow is now live! It will automatically handle contract generation, signatures, and reminders for every new placement.