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Zapier case study

Signed loan-draw documents filed on the right monday.com record without anyone downloading them

A private lender runs each loan draw through a monday.com board, with DocuSign for the borrowing certificate. Two chained Zaps match every completed envelope back to its draw by loan number and file the signed PDF on it; a third clears document subitems flagged for correction. Two more, built and switched off, send the certificate from a stage change and archive completed draws with all their files.

A private lender managing loan drawsLending and loan servicingBuilt 202618 Zaps in the account
signed PDFs filed by the second Zap, 22 Sep – 21 Oct 2026
156
run entries in the same window
1,110
tasks last period, against a 750-task allowance
1,180

The business

The lender funds construction or asset-backed loans in draws. Each draw request moves through stages on a monday.com board: borrowing certificate sent for e-signature, signed, approved, funds released. DocuSign handles the signatures.

The awkward part is the join. DocuSign's completion event knows nothing about monday, so a signed certificate had to be downloaded and attached to the right draw by hand. And monday's own duplicate action does not copy files, so archiving a finished draw lost its paperwork.

The Zaps here close both gaps. The account went through several iterations to get there; this page describes only the versions that are complete.

Audited 21 Oct 2026. 18 Zaps: 3 on and 15 off, 7 of those never published or incomplete. Pro plan (annual), 750 tasks a month; pay-per-task overage enabled; autoreplay off. Tasks are shown for the current period so far (15 Oct – 21 Oct) and the previous one (15 Sep – 15 Oct). Runs and errors are from Zap history for 22 Sep – 21 Oct: 1,110 run entries.

What we built

01

Signed document back to the draw

A two-Zap chain: the first matches the completed envelope to its draw and stores the envelope ID, and that write triggers the second, which files the signed PDF.

  • Instant4 steps

    Step 1: match the completed envelope to its draw

    • DocuSign
    • Code by Zapier
    • monday.com
    Trigger
    DocuSign – Envelope Completed, with documents, recipients, custom fields and form data
    What it does
    A JavaScript step pulls the first number in the envelope's email subject out as the loan ID, the draw is found on the board by that ID, and the DocuSign envelope ID is written onto it.
    The tricky part
    The completion event carries no monday ID, so the link is rebuilt by parsing the loan number from the subject line. The column write is itself the trigger for Step 2.
    Error handling
    None in the Zap. 67 errored runs in 30 days (about a quarter of runs), most likely envelopes whose subject has no matching loan number, or completions unrelated to draws. 52 more runs halted safely when no draw was found. Autoreplay is off.
    Usage
    119 tasks (15 Oct – 21 Oct), 648 (15 Sep – 15 Oct). 270 runs (151 successful, 52 safely halted, 67 errored) (22 Sep – 21 Oct).
    Status
    On, version 2 plus an unpublished draft, last edited 13 Aug 2026
  • Instant4 steps

    Step 2: file the signed PDF on the draw

    • monday.com
    • Code by Zapier
    • DocuSign
    Trigger
    monday.com – Specific Column Value Changed, the envelope ID column
    What it does
    As soon as an envelope ID lands on a draw, a code step cleans it, the combined signed PDF is downloaded from DocuSign and uploaded to the draw's attachments column.
    The tricky part
    Chained from Step 1 through a monday column, and moving a binary file from DocuSign into a monday file column. Four earlier iterations of it are in the account.
    Error handling
    None in the Zap. 2 errored runs in 30 days. Autoreplay is off.
    Usage
    99 tasks (15 Oct – 21 Oct), 521 (15 Sep – 15 Oct). 158 runs (156 successful, 2 errored) (22 Sep – 21 Oct).
    Status
    On, version 3 plus an unpublished draft, last edited 2 Jun 2026
02

Sending and clearing documents

The certificate sent for signature from a stage change, and document subitems that need correcting cleared from the draw.

  • Instant4 steps

    Send the borrowing certificate from a stage change

    • monday.com
    • Filter
    • DocuSign
    Trigger
    monday.com – the stages column changed on the draw board
    What it does
    Moving a draw to the send-for-signature stage sends the borrowing-certificate template to the signer through DocuSign and moves the stage on to waiting for signature.
    The tricky part
    A stage-driven e-signature request, with the next stage written back to monday.
    Error handling
    None.
    Usage
    0.
    Status
    Off, version 2 plus an unpublished draft, last edited 19 Feb 2026
  • Instant4 steps

    Remove a document subitem marked for correction

    • monday.com
    • Filter
    • Delay
    Trigger
    monday.com – Specific Subitem Column Value Changed, the status on the draw board
    What it does
    When a document subitem is marked as needing correction, the published version waits a few minutes and then deletes that subitem, so a corrected document can be requested.
    The tricky part
    A subitem-level trigger, with a delay that gives the team a window to undo the status before anything is deleted.
    Error handling
    The filter discards most events. Autoreplay is off.
    Usage
    1 task (15 Oct – 21 Oct), 11 (15 Sep – 15 Oct). 682 runs (672 filtered out, 10 successful), 0 errors (22 Sep – 21 Oct).
    Status
    On, version 2 plus an unpublished draft, last edited 30 Jun 2026
03

Completed draws archived with their files

A finished draw copied to a library board with every attachment re-uploaded, because monday's duplicate action leaves the files behind.

  • Instant11 steps

    Copy completed draws to the library, files included

    • monday.com
    • Filter
    • Code by Zapier
    • Looping
    • Webhooks
    Trigger
    monday.com – the stages column changed on the draw board
    What it does
    When a draw reaches Done it is duplicated to the library board. A monday API request (GraphQL) fetches the item's file gallery, a Python step reads the new item's ID from the duplicate response, and a loop downloads each file from its public URL and uploads it to the library item, linked back to the original.
    The tricky part
    Working round monday's duplicate action not copying files: GraphQL for the gallery, Python to parse the response, then a download and re-upload per file.
    Error handling
    Filters, including a check that files exist. Autoreplay is off.
    Usage
    0 in both periods. No runs in 60 days.
    Status
    Off, version 1, last edited 10 Jun 2026

Data handling

These Zaps move signed loan documents. The audit viewed step configuration and run counts only: no document, borrower or loan details were opened, and none appears here.

What the counters show

  • 1,110 run entries from 22 Sep to 21 Oct 2026, all from the three Zaps that are on. 682 of them are the correction Zap's trigger firing on every subitem status change and being filtered out.

  • 156 successful runs of the document-filing step in that window, each one a signed PDF attached to its draw without anyone downloading it.

  • 69 errored runs: 67 in the envelope-matching step and 2 in the filing step.

  • 1,180 tasks in the previous period (15 Sep – 15 Oct), over the plan's 750-task allowance, almost all of it the two-Zap document chain.

What we would change

  • The match depends on a loan number in the envelope's subject line, and about a quarter of runs error with autoreplay off. We would carry the draw's monday ID in a DocuSign custom field when the envelope is sent, filter out envelopes that are not draws, and alert on the rest.

  • The correction Zap's name says it moves the parent draw to a waiting-on-documents stage; the published version deletes the flagged subitem instead, and an unpublished draft sits beside it. We would decide which behaviour is wanted and make the name and the live version agree.

  • The certificate-sending Zap is off, and its email body still has one placeholder that was never mapped to the draw. It needs that field before it goes back on.

  • Task use ran over the plan's 750-task allowance last period (1,180 tasks, with pay-per-task overage enabled), and the two-Zap document chain used nearly all of it. The plan should be sized to the number of draws, not to the allowance it started on.

The other Zaps in the account are not described: an earlier single-Zap version of the signed-document flow and two other earlier iterations of the filing step (superseded); a first attempt at copying gallery files into the attachments column (superseded); a helper that queried file IDs through the API (a building block for the archive Zap); and prototypes and stubs that were never published or only ever held a debug step, including four untitled DocuSign iterations and an email-to-loan-balance experiment.

Built with

  • Zapier
  • monday.com
  • DocuSign
  • Code by Zapier
  • monday GraphQL API
  • Webhooks
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Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy

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