Automate Decline Docs in GoHighLevel

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Automate Decline Docs in GoHighLevel

If you manage proposals or agreements using ClickUp and want smoother follow-up automation, the GoHighLevel Decline Documents feature offers a powerful way to capture reasons for declined documents and trigger the right workflows automatically.

This guide walks you step by step through configuring the Decline Documents workflow, using decline reasons, collecting feedback, and automating follow-ups inside GoHighLevel.

What the GoHighLevel Decline Documents feature does

The Decline Documents feature in GoHighLevel helps you understand why a recipient rejected a document and then automatically take action based on that feedback.

With this feature you can:

  • Record a clear reason for every declined document
  • Collect optional comments from the recipient
  • Store that feedback on the recipient record
  • Trigger different automation paths depending on the decline reason

All of this happens inside your existing GoHighLevel workflows.

Prerequisites before you start in GoHighLevel

Before configuring the Decline Documents feature, make sure you have:

  • Access to the Workflow builder in GoHighLevel
  • An active document sending process using the platform
  • Permissions to edit workflows and automation steps

Once these items are ready, you can start building the automation around declined documents.

How to enable the Decline Documents option in GoHighLevel

Follow these steps to turn on and configure the Decline workflow trigger for your documents in GoHighLevel.

Step 1: Open the workflow builder in GoHighLevel

  1. Log in to your GoHighLevel account.
  2. Navigate to Automations > Workflows.
  3. Open the workflow you use for document sending, or create a new workflow dedicated to document handling.

All decline-based automation will be controlled from this workflow.

Step 2: Add the “Document Declined” trigger

  1. Inside the workflow, click Add New Workflow Trigger.
  2. From the trigger list, select the event connected to your document tool or pipeline that represents a document declined status.
  3. Make sure the trigger is configured to fire whenever a recipient rejects or declines the document.

This is the central event that starts your Decline Documents automation sequence in GoHighLevel.

Step 3: Configure decline reasons

Next, set up the reasons you want recipients to choose when they decline a document.

  1. In the same workflow, locate the configuration area for decline reasons (usually associated with the document status update).
  2. Add predefined decline reasons, such as:
    • Price is too high
    • Timeline does not work
    • Chose another provider
    • Need to discuss internally
    • Other
  3. Save your list of reasons so they can appear on the decline screen for recipients.

These reasons let you segment declined documents and trigger more targeted follow-ups.

Step 4: Enable feedback comments

To capture additional context, allow recipients to leave comments when they decline a document.

  1. In the decline settings area, turn on the option to add comments or collect feedback.
  2. Decide whether comments are optional or required when a reason is selected.
  3. Save your changes.

The comment text will be stored on the contact or document record in GoHighLevel.

Building automated follow-ups in GoHighLevel

Once the trigger and feedback options are in place, configure automation steps that respond to each decline reason.

Step 5: Create conditional logic by decline reason

  1. In your workflow, add a conditional step (such as an If/Else or Conditional Split).
  2. Set the condition based on the decline reason field.
  3. Create separate branches for your most important reasons. For example:
    • If reason = Price is too high → Send a discount or alternative package.
    • If reason = Timeline does not work → Offer new dates or a phased plan.
    • If reason = Chose another provider → Send a short survey to learn why.
    • If reason = Other → Route to a team member for manual review.

This structure ensures each declined document receives the most relevant response inside GoHighLevel.

Step 6: Add personalized messages using decline data

Use merge fields connected to the stored decline reason and comments to personalize your follow-ups.

  1. Add an Email or SMS step in each branch of your workflow.
  2. Include the client name and document details in the message body.
  3. Optionally reference the decline information, for example: “You mentioned the price was too high…” or “Thanks for sharing your feedback about our timeline.”
  4. Save and test each branch.

Personalized messages based on decline data tend to get higher response rates.

Step 7: Notify your internal team

Set up internal notifications so your team can respond quickly when key deals are declined.

  1. Add an Internal Notification or Task step in the workflow after the decline trigger.
  2. Send notifications to the account owner, sales rep, or support team.
  3. Include in the notification:
    • Contact name and email
    • Document name
    • Selected decline reason
    • Any comment text

This keeps your team aligned and ready for timely manual follow-up from within GoHighLevel.

Managing and analyzing declined documents in GoHighLevel

After your Decline Documents automation is running, you can track results and refine your messaging.

  • Review contact records to see stored decline reasons and comments.
  • Filter contacts by reason for targeted remarketing or nurture sequences.
  • Analyze patterns (for example, frequent price objections) to improve your offers or proposals.

By continually monitoring this data, you can steadily improve the performance of your GoHighLevel workflows.

Best practices for Decline Documents in GoHighLevel

  • Keep decline reasons simple and easy to understand.
  • Limit the number of reasons so recipients are not overwhelmed.
  • Test different follow-up messages for each reason.
  • Regularly review feedback comments for recurring themes.
  • Update your decline reasons as your offer or process changes.

These practices ensure the Decline Documents feature remains accurate and actionable over time.

Where to learn more about GoHighLevel Decline Documents

For the original platform documentation on this feature, visit the official help article: Capture feedback and automate follow-ups with Decline Documents.

If you want strategic help implementing advanced automation and CRM processes on top of GoHighLevel, consider working with a specialized consulting team such as Consultevo.

By combining the Decline Documents feature, thoughtful automation logic, and ongoing analysis, you can turn rejected proposals into valuable insights and better follow-up campaigns inside GoHighLevel.

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