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Aerofiler Zapier integrationAutomate Aerofiler with Zapier.

The Aerofiler Zapier integration gives you 5 triggers and 4 actions, every trigger instant. Legal teams use it to push contract approvals, uploads and field changes out to other tools, and to feed new agreements into Aerofiler without rekeying them.

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Overview

What the Aerofiler Zapier integration is for

Aerofiler is a contract management tool for in-house legal teams: drafting, approval, filing and tracking in one place. Plugging it into Zapier means building Zaps, small automations with one trigger (the event that starts them) and one or more actions (what gets written or sent for you). Here both directions work.

Three results teams usually want. A signed-off deal announced: Approval Finished tells sales the moment a contract's approval workflow comes to an end, so nobody chases by email. A sales order turned into a workflow: a closed-won deal in the CRM goes into Aerofiler through Create Workflow From External Data, where a lawyer reviews the data before it is submitted. A filed vendor agreement: a countersigned PDF arriving elsewhere is pushed straight into the repository with Submit and File Document.

What Zapier does not do here is just as useful to know. There is no search, so a Zap cannot look up an existing contract by name before acting on it; Update Documents works from its own criteria instead. There is no delete action either, and nothing that reads past approvals in bulk.

To see how other automation tools approach the same job, the n8n vs Zapier and Make vs Zapier comparisons go criterion by criterion.

Vocabulary

Zapier vocabulary in one minute

Six words come back throughout this page. Plain English first.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for it to happen.
Action
What the Zap does after it starts: the step that writes, sends or moves something in an app for you.
Task
The unit Zapier bills. One task is one action completed successfully, and your plan's allowance counts those.
Instant vs polling
Instant: the app calls Zapier the moment the event happens. Polling: Zapier checks the app on a timer instead.
Filter
A step that lets the Zap carry on only when the incoming data meets your condition, and stops it otherwise.
Cost

What an Aerofiler Zap really costs

Aerofiler is not a premium app, so it works on the free plan. And all five triggers are instant, which changes the usual maths.

  • Premium appNo, available on the free plan
  • Free plan100 tasks a month, two-step Zaps only
  • Trigger speedInstant on every plan, no waiting
  • What countsEach action that succeeds

The trigger never costs a task. You pay only for actions that succeed: a Zap that posts a message and then files a document uses two tasks per run, while a failed action is not counted. The free plan gives 100 tasks a month, unlimited Zaps and two-step Zaps only. Its 15-minute check does not concern you here, since instant triggers fire straight away on every plan. Add a filter or a second action and the Zap turns multi-step, which needs a paid plan.

Connect

Connect your Aerofiler account in three steps

  1. 01

    Open your apps

    Head to Apps in your Zapier account, then hit + Add connection. That connection is set up once for Aerofiler, and every later Zap step that touches Aerofiler reuses it.

  2. 02

    Pick Aerofiler

    In the dialog, search for Aerofiler, choose it from the list and confirm with Add connection. Aerofiler's own sign-in page then opens in a fresh tab.

  3. 03

    Sign in and grant access

    Log in with your Aerofiler account and give Zapier access to it. You need an account on the app, plus read or write rights on any contract you do not own yourself and want the Zap to touch.

First Zap

Your first Zap: tell the deal team when legal approves

GoalWhen an approval workflow finishes in Aerofiler, post a note in the sales channel, but only for approvals coming from the commercial contracts team.

  1. 01

    Build: choose the trigger

    Create a Zap, pick Aerofiler as the app and Approval Finished as the event, then select your Aerofiler connection. The editor shows a lightning bolt: this Zap is instant.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent finished approvals from your account, so you map fields on a real contract rather than a dummy one.

  3. 03

    Add the filter

    From the plus icon, add a Filter: the field to check, the rule and the value. A text rule only works on text. The filter makes the Zap multi-step, which needs a paid plan.

  4. 04

    Add the message

    Add your chat app as the action and map the contract details from the trigger into the message, so the deal owner sees which agreement just cleared.

  5. 05

    Test, then publish

    Run each step once and read what came back. When it looks right, click Publish. From then on, only approvals finished after that moment start the Zap.

Triggers

Aerofiler triggers

5 events start a Zap when something happens in Aerofiler, and 5 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Approval Finished

Instant trigger

In Zapier“Triggers when an approval workflow is finished.”

Fires once an approval workflow in Aerofiler reaches its end, which is the cleanest signal that legal has finished with a contract. Everything downstream (announcing, invoicing, archiving elsewhere) can hang off it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to let the account executive know a customer agreement is cleared and can go out for signature.
Watch out
it reports that the workflow is over, so plan a filter if only some outcomes should move on.
2

New Approval Workflow Step

Instant trigger

In Zapier“Triggers when an approval workflow is sent for approval.”

Starts a Zap each time a workflow is sent out for approval, that is, when a contract lands in someone's review queue rather than when it is done.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to ping the general counsel in chat as soon as a high-value supplier contract waits for sign-off, instead of relying on an inbox.
Watch out
it marks the start of a review, not its result; for the outcome, Approval Finished is the trigger to use.
3

New External Workflow

Instant trigger

In Zapier“Triggers when a new workflow is initiated using external data.”

Reacts when someone starts a new workflow in Aerofiler from external data, the kind of request that originated outside the tool.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to log every externally fed contract request in a tracking sheet, so operations can see volume per team.
Watch out
if a Zap of yours feeds Aerofiler through Create Workflow From External Data, this trigger can see that same workflow and set off a loop.
4

New Uploaded File

Instant trigger

In Zapier“Triggers when a new file is uploaded to your Aerofiler instance.”

Goes off when a file is uploaded into your Aerofiler instance, whoever uploaded it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to copy each new executed agreement into the shared drive the finance team already uses, without asking legal to send it twice.
Watch out
a Zap that files documents into Aerofiler can retrigger here; keep upload Zaps and filing Zaps apart.
5

New Updated Metadata

Instant trigger

In Zapier“Triggers when a field is updated in your Aerofiler instance.”

Watches the fields attached to your documents and fires when one of them changes, such as a renewal date or a contract owner.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to update the matching deal in the CRM when legal corrects the counterparty name on a master services agreement.
Watch out
Update Documents changes fields too, so pairing the two in one Zap can make it feed itself.
Actions

Aerofiler actions

Aerofiler gives you 4 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Submit and File Document

Action

In Zapier“Submit a document using the provided data. With this action, the document will be immediately filed in the repository.”

Hands Aerofiler a document plus its data and files it right away in the repository.

When to use it
a countersigned vendor agreement comes back through an e-signature tool and simply needs to be stored.
Watch out
filing adds an upload, which New Uploaded File can pick up if another Zap is listening.
2

Submit Workflow

Action

In Zapier“Submit a workflow using the provided data. With this action, the workflow will be immediately submitted.”

Pushes a workflow into Aerofiler and submits it immediately, with no review stop on the way.

When to use it
standard NDAs requested through an intake form that follow a fixed template and need no lawyer reading first.
Watch out
bad data goes straight into the approval chain, so test with a real record before publishing.
3

Create Workflow From External Data

Action

In Zapier“Get external data to send to an Aerofiler workflow. With this action, the user will be able to review data before submitting the workflow.”

Sends data from another tool into an Aerofiler workflow and leaves it for a person to review before anything is submitted.

When to use it
a sales rep closes a deal in the CRM and legal should check the terms before the contract workflow starts.
Watch out
this is the safe option; nothing moves until someone submits it inside Aerofiler.
4

Update Documents

Action

In Zapier“Update documents based on the search criteria.”

Changes existing documents in Aerofiler, choosing which ones from the search criteria you set inside the step.

When to use it
a customer renames itself after an acquisition and every contract on file should carry the new name.
Watch out
loose criteria can match more documents than intended, so test on a narrow case first.
When it breaks

When an Aerofiler Zap breaks

Zapier attaches no help article to this app and lists no app-specific limit. What breaks are the rules every Zap follows.

Since Aerofiler both triggers and receives, loops are the number one risk. The Zapier troubleshooting guide covers the general checks when a Zap stops behaving.

  • Old contracts never show up

    A Zap only reacts to what happens after it is switched on. Approvals and uploads from before stay where they are; moving that backlog is a separate job.

  • The Zap triggers itself

    Filing a document while New Uploaded File is watching, or updating fields while New Updated Metadata listens, can restart the Zap again and again and burn tasks fast.

  • A contract backlog floods the trigger

    Loading years of signed contracts into Aerofiler at once can flood New Uploaded File. Zapier's flood protection may then pause that batch rather than run it.

  • A multi-step Zap on the free plan

    The free plan builds one trigger and one action. A filter or a second action makes the Zap multi-step, and it will not run without a paid plan.
Need help

Need help automating Aerofiler with Zapier?

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FAQ

Aerofiler and Zapier: common questions

01Is the Aerofiler Zapier integration free?
Yes, it runs on the free plan because Aerofiler is not a premium app. That plan gives 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger and one action. As soon as you want to filter approvals by team, or both notify sales and file a copy, the Zap becomes multi-step and needs a paid plan. Prices are left out on purpose, since Zapier's plan grids change too often to stay accurate.
02How many tasks does an Aerofiler Zap use?
One task for each action that succeeds, and nothing for the trigger. A Zap that files one document per finished approval costs one task per approval. If it also posts a chat message, that makes two. Waiting for Aerofiler to report an event is free however many events come in, and an action that fails is not counted. Loops are the real cost risk: a Zap that retriggers itself can drain a monthly allowance quickly.
03Does Aerofiler trigger Zaps in real time?
Yes. All five Aerofiler triggers are instant: Aerofiler calls Zapier the moment the event happens, and the Zap starts right away. That holds on every plan, the free one included, so the interval grid that slows polling triggers does not apply. The editor marks these Zaps with a lightning bolt. That type is set by Aerofiler itself, so it is not something you switch on or off. Paid plans change nothing here.
04What does it take to connect Aerofiler to Zapier?
An Aerofiler account you can sign in to, plus read or write rights on any contract you do not own and want the Zap to touch. The connection is set up once from the Apps page with + Add connection, then a sign-in tab opens and you grant Zapier access. Every later step reuses that same connection, so whoever connects should have rights broad enough for all the Zaps you plan.
05Submit Workflow or Create Workflow From External Data?
It depends on whether a person should check the data first. Create Workflow From External Data sends the information into Aerofiler and waits for someone to review it before the workflow is submitted. Submit Workflow skips that stop and submits immediately. For anything non-standard, the review step catches wrong amounts or parties before they enter the approval chain. For repetitive, template-based requests, submitting directly saves a click per contract. Both cost one task when they succeed.
06What if the Aerofiler operation you need is missing?
Short answer: not through Zapier, for now. Aerofiler's list stops at 5 triggers and 4 actions, and none of them finds or deletes a contract. A workaround sometimes exists, such as using Update Documents with tight criteria instead of looking a contract up first, but a missing operation cannot be added from the editor. If the gap blocks the project, comparing what other automation platforms expose for Aerofiler is the next step.
07Zapier, Make or n8n for Aerofiler?
No single winner here; pick by what matters to your legal team. On getting started, Zapier's guided editor and ready-made Aerofiler triggers are the shortest route for a legal team new to automation. On running cost, Zapier bills every successful action, which adds up on busy contract pipelines. On coverage, Zapier gives Aerofiler 5 triggers and 4 actions, with no search and no delete. Check each platform's Aerofiler operations before choosing. That list decides more than the interface.
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