Airtable Integration

💡 In this article: You’ll how to integrate and seamlessly create contracts directly from Airtable and manage all your data in one place. Once signed, your contracts are automatically added to Airtable, complete with active links to SpotDraft for easy access and management.

🛠️ Integrating SpotDraft with Airtable

Create and manage SpotDraft contracts on Airtable

🚀 Introduction

Transform your contract management with the seamless integration of SpotDraft and Airtable. This powerful combination brings data-driven automation to your contract workflows, ensuring a synchronized lifecycle from initiation to execution.

With SpotDraft's integration with Airtable, you unlock:

  • Data-Driven Contract Creation: Automatically generate SpotDraft Contract Templates using the data populated in Airtable.
  • Full Circle Updates: Once contracts are fully executed in SpotDraft, the details are sent back to Airtable, closing the loop.
  • Streamlined Workflows: Reduce manual data entry and increase efficiency by connecting your contract processes with your data management system.

Embark on a journey to optimize your contract management process, where efficiency meets accuracy, powered by SpotDraft and Airtable integration.

📝 Prerequisites

  • SpotDraft Account with permission: To configure Integrations
  • Airtable Account with System Administrator Role: The individual will need permission to add fields and create automation.
  • Airtable Automation Knowledge: Familiarity with Airtable’s automation and script functionality, as it is essential for setting up the automation that triggers contract creation in SpotDraft.
  • Verify Airtable Activation in SpotDraft: To ensure the Airtable integration is enabled, log into your SpotDraft account and go to Settings → Integrations → Collaboration. Check if the ‘Airtable’ card is present, indicating the integration is active.
  • Self-Serve Templates: Confirm that your desired templates are self-serve:
    • Go to Manage → Workflow Manager.
    • Click the desired ‘Workflow Title’.
    • Click ‘Setup Document & Questionnaire’.
    • If you can see this section the templates are self-serve.

  • Mapping Sheet: A mapping sheet is essential for automating the flow of data between Airtable and SpotDraft:
  • Select Contract Templates: Determine which SpotDraft contract template requires integration with Airtable (e.g., CPQ, NDA).
  • Request Mapping Sheet: For the selected template, ask your SpotDraft representative for a corresponding mapping sheet.
  • Map Airtable Fields: On the provided mapping sheet, enter the matching Airtable fields next to the SpotDraft fields. Create fields if necessary.
  • Prepare Airtable: Ensure you have an Airtable Base with at least two tables:
    • Contract Intake Form Table: With mandatory fields such as Counterparty Name and Counterparty Email, and optional fields if needed.
    • Fully Executed Contracts Table: With fields for Contract ID and an attachment field for the executed contract PDF.
  • Review with SpotDraft: Collaborate with your SpotDraft representative to confirm the accuracy of the mapping sheet and Airtable preparation.
  • Keep Mapping Sheet Accessible: Retain the completed mapping sheet for reference during the integration setup.

Note. Repeat this process for each SpotDraft contract template you plan to integrate with Airtable.

Example completed mapping sheet

 

⚙️ Installation & Configuration

Airtable Base Setup

1 - Log Into Airtable: Go to the Airtable website and sign in to your account.

2 - Select Your Base: Choose the base dedicated to SpotDraft, such as 'SpotDraft Contracts'.

3 - Create Tables with Mandatory and Additional Fields:

Contract Intake Form Table: Create this table, adding the mandatory fields:

  • Counterparty Name (single line text).
  • Counterparty Email (single line text).
  • Include any recommended field such as:
    • Counterparty Type (Dropdown: Organization, Individual).
    • Organization Name (single line text).
    • Organization Type (single line text).
  • Add any additional fields that correspond with your contract template’s key pointers at this time.

 

Fully Executed Contracts Table: Create this second table with these mandatory fields:

  • Contract ID (single line text).
  • Fully Executed Contract (attachment).
  • Again, add any additional fields that are pertinent to your contract management process.

 

Note: Refer to the mapping sheet confirmed with SpotDraft while setting up your fields. This will guarantee that each Airtable field type aligns with the corresponding SpotDraft data types, ensuring precision in data mapping and transfer.

Review and Confirm: Once all tables and fields are set up, review against the mapping sheet for accuracy.

SpotDraft Configuration

Insights for System Administrators: While this section is detailed for the technical setup, we encourage business users to engage in the process for insights into how their systems and processes integrate.

1 - Login to your SpotDraft workspace and navigate to Settings → Integrations.

2 - Open the Collaboration section and select Airtable

3 - Open the Setup section and click Add Integration.

 

Follow the Setup wizard to:

4. Authenticate your Airtable account.

4.1 - Click New authentication.

4.2 - Name the authentication.

4.3 - Click Create.

 

4.4 - Sign into Airtable.

4.5 - Select the Airtable ‘Base’ to integrate with SpotDraft.

4.6 - Click ‘Grant access’.

Note. Tray.io is used by SpotDraft for this integration.

 

Note. A ‘success message’ will appear on SpotDraft confirming authentication between SpotDraft & Airtable is complete.

4.7 - Click Next

5. Template configuration

5.1 - Select the Contract Template that relates to the mapping sheet completed in the prerequisites e.g. CPQ.

5.2 - Select the Contract Type linked to the Contract Template. E.g. CPQ.

5.3 - Select the Airtable Base to Integrate with SpotDraft.

 

6. Airtable tables configuration

6.1 - Select the ‘contract details table’ that SpotDraft should pull the information from to create the Contract e.g. ‘Contract Intake Form’.

6.2 - Select the ‘executed contracts table’ that SpotDraft should send the fully executed contract to e.g. ‘Fully Executed Contracts’.

6.3 - Click Next

 

7. Map Contract Details

This relates to the Airtable ‘contract details table’ that SpotDraft will pull data from e.g. Contract e.g. ‘Contract Intake Form’ and the Airtable name is ‘Contract Intake Form’.

7.1 - With your mapping sheet at hand, locate the fields whose SpotDraft ‘Field Group’ is ‘Contract Details‘.

7.2 - Select the ‘Airtable field’ that maps to the corresponding ‘SpotDraft field’ for each one.

7.3 - Perform the same for the SpotDraft ‘Field Group’ called ‘Template Details‘ to map Template Questions.

7.4 - Click Next.

 

8. Executed contract configuration

This relates to the Airtable ‘executed contracts table’ that SpotDraft will send the fully executed contract to e.g. ‘Fully Executed Contracts’.

8.1 - With your mapping sheet at hand, locate the fields whose SpotDraft ‘Field Group’ is ‘Contract Details‘ and the Airtable name is ‘Fully Executed Contracts’.

8.2 - Select the ‘Airtable field’ that maps to the corresponding ‘SpotDraft field’ for each one.

8.3 - Perform the same for the SpotDraft ‘Field Group’ called ‘Template Details‘ to map Template Questions.

8.4 - Click Next

9. Solution details.

9.1 - Enter the ‘Name’.

9.2 - Click Next.

10. Workflow URLs

This last step provides you with the webhook URL needed to set up the automation in Airtable.

10.1 - Copy and paste the webhook URL to a document as you will need it when configuring the automation in Airtable.

10.2 - Click Finish.

11. After finalizing the wizard by clicking Finish, you will be directed back to the Integration Setup page. A confirmation message stating 'Installed Successfully' will appear.

11.1 - To complete the process, simply click on the Connect button.

 

Note. It’s now time to add the webhook to Airtable.

Airtable Automation

1 - Log Into Airtable and navigate to the ‘Base’ being integrated with SpotDraft.

2 - Click Automations

 

3 - Select When a form is Submitted as the trigger.

 

4 - Click Add Advanced logic or action and select Run script.

5 - Copy and paste the following script replacing any content that may be in the script editor such as

console.log(`Hello, ${base.name}!`);

const inputConfig = input.config();
const table = base.getTable(inputConfig.table_id);
const results = await table.selectRecordsAsync();

/**
* Given a record, convert it into a JSON payload that we can send to other systems
* Most of the logic is around handling linked records where we want to use the linked record names
*/
async function recordToJson(table, record, linked_table_id) {
var p = {};

for (var f of table.fields) {
if (f.type === 'multipleRecordLinks' && f.options.linkedTableId !== linked_table_id) {
var foreign = base.getTable(f.options.linkedTableId);
var foreign_recs = record.getCellValue(f.id);
foreign_recs = foreign_recs === null ? [] : foreign_recs;
p[f.name] = foreign_recs;
} else {
if (f.type !== 'button' && f.type !== 'multipleRecordLinks') {
p[f.name] = record.getCellValueAsString(f);
}
}
}

return p;
}

const record = results.getRecord(inputConfig.record_id);
const json_payload = await recordToJson(table, record);

const payload = {
airtable_id: record.id,
fields: json_payload,
action: "SpotDraft"
};

console.log(payload);

const r = await fetch(inputConfig.webhook_url, {
method: 'POST',
body: JSON.stringify(payload)
});

console.log(r);

6 - Click Add input variable

Note. Three input variables will be added.

Input Variable 1

7 - Enter table_id into the ‘Name’ field.

8 - Get the table_id from the Contract Intake Form URL i.e. the part that starts with “tbl” and enter it as the ‘Value’

9 - Click Add input variable

Input Variable 2

10 - Enter Record_id into the ‘Name’ field.

11 - Click the + symbol and select ‘Airtable record ID’ as the ‘Value’.

12 - Click Add input variable

Input Variable 3

13 - Enter “webhook_url” into the ‘Name’ field.

14 - Paste the webhook you obtained at the end of the SpotDraft configuration into the ‘Value’ field.

15 - Click Test.

16 - Click Finish editing.

17 - Turn on the Automation.

 

🎉 Congratulations. The Integration is set up and configured and ready for Verification.

 

✅ Verification

Joint Review by Business Users of Airtable and SpotDraft as well as the System Administrator: Confirm that the integration functions as expected and delivers the intended value to your operations.

Verifying the integration is a vital step in ensuring that the value promised by the SpotDraft and Airtable integration is delivered effectively to the business user. Here's how to conduct this:

1  - Navigate to your ‘Contract Intake Form’ table in Airtable and complete all the mapped fields.

2 - Navigate to SpotDraft and check the Contract has been created.

3 - Progress the Contract as normal and check the Activity for ‘Contract delivered to Airtable’.

 

4 - Navigate to your ‘Fully Executed Contracts’ table and check that a row has been created for the expected Contract.

 

🎉 Congratulations. The Integration has been successfully verified. You can now use it to create contracts in SpotDraft based on activity in Airtable!

 

💡 Tip: If you run into any issues and would like some assistance, simply contact your SpotDraft Customer Success Manager (CSM).

 

 

💬 FAQs

  • Q: What happens if there's a mismatch between field types in Airtable and SpotDraft?
    A: A mismatch can lead to errors in data transfer or incorrect data being pulled into your contracts. It's crucial to use the mapping sheet as a guide to ensure that field types correspond accurately between Airtable and SpotDraft.
  • Q: Can I add additional fields to my Airtable base that aren't included in the SpotDraft template?
    A: Yes, you can add extra fields to Airtable. While only the mandatory fields are required for the integration, additional fields can be used for internal tracking or to provide more context within your contracts.
  • Q: Is it possible to automate the contract creation process once Airtable is set up?
    A: Yes, once you have correctly configured Airtable and completed the integration with SpotDraft, contract creation can be automated based on the data entered into Airtable.
  • Q: How secure is the data transfer between Airtable and SpotDraft?
    A: SpotDraft prioritizes security in all integrations. Data transferred between Airtable and SpotDraft is encrypted and handled according to best security practices.
  • Q: What should I do if I encounter issues with the integration?
    A: If any problems arise during the integration process, you should consult our support documentation or contact our customer support team for assistance.
  • Q: Can I integrate multiple Airtable bases with SpotDraft?
    A: Typically, the integration is designed to work with a single Airtable base corresponding to one SpotDraft account. However, if you have multiple bases that need integration, consult with SpotDraft's support team for the best approach.

🏁 Conclusion

With the successful setup of your Airtable base and the careful alignment of fields using the provided mapping sheet, you are now equipped to harness the full potential of SpotDraft's integration. This powerful synergy between SpotDraft and Airtable will streamline your contract management process, making it more efficient and error-free. As your contracts move from initiation to execution, you can trust in the seamless exchange of data to keep your records accurate and up-to-date. We're excited for you to experience the enhanced productivity and clarity this integration brings to your contract workflows.

👋 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

📚 Additional Resources

  • Airtable’s knowledge base
  • Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.

 

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