This article describes the triggers and actions available when you connect SignNow to HappyFox Workflows, and lists the document signing operations you can automate with this integration.
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Triggers
SignNow triggers allow HappyFox Workflows to start automatically when document signing events occur in SignNow. Use these triggers to update tickets, notify agents, or kick off post-signature actions without manually monitoring document status.
| Trigger | When it fires |
|---|---|
| User Document Signed | Fires each time any signer completes their signing step on a document in SignNow. On a multi-signer document, this trigger fires once per signer as each person signs — not just at the end. |
| User Document Completed | Fires once when the final signer completes their step, marking the document as fully complete in SignNow. Use this trigger when you want to act only after all parties have signed. |
| User Document Group Completed | All required signers have completed signing all documents in a document group in SignNow. |
Warning: SignNow webhooks must be activated during the initial integration setup in HappyFox Workflows. If you skip webhook activation at setup, you must remove and reinstall the integration to enable it — you cannot activate webhooks after the fact.
Actions
SignNow actions let you create documents, send signing invitations, manage document groups, and generate signing links directly from a workflow step.
Document creation
| Action | What it does |
|---|---|
| Create Document from Template | Creates a new SignNow document with fillable fields from an existing template. |
| Create Document Group from Template | Creates a new document group — a set of related documents — from an existing document group template. |
| Create Document Group from Documents | Assembles a new document group from individual existing SignNow documents. |
| Merge Documents | Combines multiple SignNow documents into a single document. |
Invitations
| Action | What it does |
|---|---|
| Invite to Sign | Sends a signing invitation to one or more signers for an existing SignNow document. |
| Invite to Sign (With Fields) | Sends a signing invitation and specifies the fields the signer is required to complete. |
| Invite to Sign Document Group (With Fields) | Sends a signing invitation for all documents in a document group, with specified fields per document. |
Document group links
| Action | What it does |
|---|---|
| Create Document Link | Generates a direct signing link for a single SignNow document, which can be shared with a signer without sending an email invitation. |
| Create Document Group Link | Generates a direct signing link for all documents in a SignNow document group. |
| Generate Download Link For Documents | Generates a download link for a completed SignNow document, for use in subsequent workflow steps such as attaching the signed document to a ticket. |
Document metadata
| Action | What it does |
|---|---|
| Prefill Text Fields | Pre-populates specified text fields in a SignNow document before sending it for signature, using data from the triggering ticket or workflow. |
| Add Metadata to Document | Attaches metadata — such as a ticket ID or reference number — to a SignNow document for tracking purposes. |
| Add Metadata to Document Group | Attaches metadata to all documents in a SignNow document group. |
Use cases
Send a document for signature when a ticket is approved: When an approval workflow in HappyFox Help Desk reaches an approved decision, automatically create a document from a SignNow template and send a signing invitation to the relevant contact — so agreements are dispatched immediately after approval without a manual step.
Pre-fill contract fields from ticket data: When a sales or onboarding ticket is created, use the Prefill Text Fields action to populate a SignNow contract template with the customer's name, email, and reference number from the ticket — reducing manual data entry and the risk of errors in the document.
Close a ticket when a document is fully signed: When the User Document Completed trigger fires in SignNow, automatically update or close the linked HappyFox Help Desk ticket — so the support team knows the signing process is complete without monitoring SignNow manually.
Attach a signed document download link to a ticket: After the User Document Completed trigger fires, use the Generate Download Link For Documents action to create a download link for the signed document, then add it as a private note on the ticket — giving agents a permanent record of the signed document directly in the ticket.
Multi-signer coordination tracked through a ticket: When a document group requires signatures from multiple parties, use the User Document Group Completed trigger to fire only after all signers have completed — then update the ticket status to reflect that the full signing process is done.
Tag documents with ticket reference numbers for audit tracking: Use the Add Metadata to Document action to attach the HappyFox Help Desk ticket ID to every SignNow document sent from a workflow — so signed documents can be traced back to the originating support request during audits or disputes.
Frequently Asked Questions
What is the difference between the User Document Signed and User Document Completed triggers? User Document Signed fires each time any individual signer completes their step — so on a document with three signers, this trigger fires three times. User Document Completed fires only once, when the final signer completes their step and the document is fully complete. Use User Document Signed when you need to act after each individual signature — for example, to send a confirmation to each signer. Use User Document Completed when you only want to act once the entire signing process is finished, such as closing a ticket or attaching the signed document to a record.
My SignNow trigger is not firing even though the document was signed. What should I check? The most common cause is that webhook activation was skipped during the initial integration setup. Webhooks cannot be enabled after setup — you must remove the SignNow integration from HappyFox Workflows and reinstall it, making sure to enable the webhook option during setup. Also confirm that your SignNow account is set to Live mode, not Development mode. Documents signed in Development mode may not fire webhooks in the same way as Live mode.
What is the difference between Invite to Sign and Invite to Sign (With Fields)? Invite to Sign sends a signing invitation for a document where the fields are already defined in the SignNow template. Invite to Sign (With Fields) lets you specify which fields the signer is required to complete at the time the invitation is sent, giving you more control when field requirements vary by signer or scenario.