In Uspacy, documents can be created not only manually but also automatically — using Processes or Conditional Actions. This is useful when a document needs to be generated after a specific event, such as a deal stage change, filling in a required field, approving a request, or launching an internal process.
This approach helps reduce manual work, prevent errors during document preparation, and speed up team workflows. The system creates a document based on a pre-configured template and automatically inserts data from the required element.
How does it work?
Here we will look at setting up automatic document creation using Processes as an example. The same logic is also available for Conditional Actions: you need to select the Create action, specify the Document type, select the entity, pass its ID, and select a document template.
Before you start
To create documents automatically, document templates must already be prepared in your Workspace.
❗️Important: A template can only be selected from those linked to the relevant entity. For example, if a document is created for a deal, only templates connected to deals will be available in the list.
Example scenario
Let’s consider a scenario where an invoice needs to be created automatically after a deal moves to the Ready for payment stage.
For this, the process must:
1. track a deal stage change;
2. check whether the deal has moved to the required stage;
3. create a document based on the invoice template.
First, you need to configure a Trigger. It determines which event will launch the process.
In the Event object field, select the entity the process will be connected to. In our example, this is Deal.
In the Event field, select the event that should trigger the process. For this scenario, select Stage changed.
If needed, you can also allow this process to be launched by other processes or conditional actions.
To make sure the document is created only after moving to a specific stage, not after any stage change, add a Filter block.
In this block, specify the execution condition. For example:
Stage → Translations funnel: Ready for payment
This means the process will continue only when the deal moves to the Ready for payment stage. If the condition is not met, the document will not be created.
After the condition, add a new action. Select Create from the list of actions.
Next, specify what needs to be created. To generate a document automatically, select Document.
After that, document creation settings will open.
In the document creation block, configure the main parameters.
In the Name field, enter a clear name for the action, for example, Invoice. It will be displayed in the process and help you quickly understand what this block does.
Next, select the Entity that the document will be created from. In our example, this is Deal.
In the Entity ID field, pass the ID of the deal that triggered the process. To do this, click the value selection button and select a variable from the trigger, for example:
Deals → ID
This allows the system to understand which deal the document should be created for.
After selecting the entity and its ID, select the template that will be used to create the document.
In the Template field, open the list of available templates and select the required one, for example, Invoice.
💡 The list only displays templates linked to the selected entity. If the required template is missing, check its settings in the document generator.
If needed, you can add additional fields to the document. To do this, click Add field from the list.
The following options are available:
- Document number;
- Billing details;
- Signature and seal.
If you add billing details, the document can include your company information. The Signature and seal option allows you to add the corresponding block to the document if it is required for your template and workflow.
After configuring all blocks, click Save.
If you want the process to start working immediately, use the Activate after saving toggle.
After that, the process will automatically create a document whenever a deal meets the specified conditions. For example, when it moves to the Ready for payment stage, Uspacy will create an invoice based on the selected template.
Automatic document creation helps remove manual steps from repetitive workflows. You only need to configure the process or conditional action once, select the required entity, pass its ID, and specify the document template. After that, Uspacy will automatically create documents at the right moment — such as invoices, acts, contracts, or other files based on your templates.
If you have additional questions or you need to contact the support, send a request to this email [email protected]
Created: July 8, 2026