Overview of Documents and Contracts

In this article, you will learn how the Documents and Contracts feature works. 

Step 1: Create your Documents or Contracts

• Click on the Payments tab on the left.
• Then, on the Documents & Contracts tab at the top.
• Click on + New to add a New Document or Upload a PDF or Import from the template Library

Note: You can create custom templates and upload them to the template library, allowing you to easily reuse them for future needs.

• Upload Multiple PDFs & Page Rearrangement: Upload multiple PDFs at once and rearrange pages before finalizing them. This eliminates the need for single-file uploads and allows users to combine and organize pages.
• Easily rearrange pages in the upload window by dragging and dropping, then click "Upload" to merge everything into one document.

Step 2: Editing your Document/Contract

• Add the needed elements you require to customize your document/contract.
• To add the elements, click on the “+” at the top left corner of your document builder.

• To add an element, you need to click and drag the element to the position where you want it to be.
• This is the list of elements you can use
  • Text: Edit the font, size, and style of your text. You can add custom fields to personalize your text more, and you can even use your build custom fields. This would allow businesses to auto-populate additional data stored as custom fields for contacts while sending a document/contract. The populated value will be visible on the preview link along with the download.

• Image: You can add the image URL or use one from the media library, edit the alignment, put it in color or black and white, add a color background, edit height, and width
• Video: You can add the video URL, add a background color, edit height and width, and edit margins
• Table: You can add rows and columns, delete them, merge cells, split cells, toggle header, add color background to the border
• Product List: You can select from the products you have created already and also select the price. You can add more than one product if needed.
• Page Break: A page break is a marker in an electronic document that tells the document interpreter that the content that follows is part of a new page

• Signature: You can select who needs to sign the document, edit the placeholder, and align and edit margins.

Note: Customers can accept and sign contracts on mobile browsers. This includes the support for signing documents on mobile, marking them as finished, and being able to download a PDF of the signed document.

• Text Fields: Customizable fields where you or your clients can fill in specific values. You can also use custom values within these fields.
• Date Fields: Useful for contracts or documents that need to be dated when signed.
• Initial Fields: Enables users to add their initials, ideal for less formal documents.
• Checkbox Field: Allows users to check a box, typically used to confirm that terms and conditions have been read or agreed to.

Step 3: Reorganize Document Pages

The mini page view in the left panel provides a quick preview of each page for better navigation and layout adjustments.

• Go to the Pages section in the left navigation bar, and drag and drop pages as needed. Ensure the document is reviewed thoroughly after reorganization to maintain proper sequence and formatting.

Step 4: Add your Document Variables. 

These placeholders can be placed within a document and replaced with actual values when the document is executed. They offer dynamic content control and are crucial for templating and automation. It's used to standardize information across multiple documents or instances. 

• You can search for an existing Variable or create a new one with the + button:

Note: To learn more about the Document Variables, please, check the article called, “Utilizing Document Variables in the Document Builder”.

Step 5: Add your recipients to your Documents/Contracts. 

• Click on the recipient icon and add the contact's email address who will receive this. You can add more than one contact to receive the document. 

• The first email will always be the primary contact and the one who needs to sign this. The other contacts you add will be CC’d in the email. 
• Once you add the primary recipient to the document you will not be able to remove them. If you need to add a different contact you will need to create a new document. 

Step 6: Add a background

You can upload a background image for a page using Page Properties. This will allow your businesses to define a customized background for their documents/contracts and lay over any element on top of it

• Click on the 3 dots next to the page

• Click on page properties
• You can: add your image from the media library or a URL, define the image position (center/top/left), and size (Fill page/Fit to size), repeat (horizontally or vertically), and set an opacity percentage to the uploaded images

Step 7: Send

• You have the option to send via email or with a link.

• If you select the link option, you will see a link for each recipient. You need to make sure you select the proper link with the lead.

Documents/Contracts Status

Once created, your document will have a state depending on its status.

• Draft: The document/contract is being formulated.
• Waiting for Others: Awaiting recipient's acknowledgment.
• Completed: Completed, with no further modifications allowed.

Actions for a Document

These actions are typical functionalities that allow users to manage and control their documents/contracts.

• View History: allows you to monitor the entire lifecycle of a document from sending to signing. Hover over the customer icons to see the last action time and status.

Note: The last action time will only be available for documents sent moving forward. Older documents will not have this information.

• View: click on this to open this document or contract
• Clone: Click here to clone this document or contract, edit it as needed, and send it to your lead
• Delete: This deletes this document/contract (only available on Draft status)
• Mark as Completed: This will put this on the completed status (available on Draft and on Waiting for Others status)
• Download PDF: Downloads the document in a PDF format
• Convert to Template: Click here to convert that document/contract to a template and be able to use it later
• Share via Link: Click here to get the link to share it with the recipient in the document (only available on the status Waiting for Others)
• Move to Draft: Move the document/contract to the Draft status to continue editing
• View Invoice: Businesses would be able to have an invoice created automatically after the potential lead accepts/signs the document/contract (only available on the Completed status)

Public Documents for E-signing:

The Public Document feature allows Progreda users to create shareable documents for e-signing without adding contacts. After publishing, a unique link is generated that recipients can use to sign by entering their name and email. A signed copy is then automatically emailed to them. For more information please see the article, “Public Document Links for E-Signing on Contracts and Documents”

Use Cases

1. Sales Agreements

Use the Documents and Contracts feature to create sales agreements that can be signed by clients digitally. Add custom fields for personalization and use Document Variables to standardize information across similar contracts.

2. Legal Documents

Create legally binding contracts that require multiple signatures. Use the signature and initial fields to ensure that all parties agree to the terms and conditions. You can also add a checkbox field to confirm that recipients have read the terms.

3. Service Contracts

For service-based businesses, use this feature to draft contracts outlining the terms of service, pricing, and other key details. Send the contract via email or link, and track its status until it is completed and signed.

FAQ

What actions can I perform on a completed document?

On a completed document, you can view it, download it as a PDF, convert it to a template, or view the associated invoice. No further edits can be made to a completed document.

What happens if I need to edit a document that has already been sent?

If a document is in the "Waiting for Others" status, you can move it back to "Draft" status to continue editing. Once a document is marked as "Completed," no further edits can be made.

What are Document Variables, and how do I use them?

Document Variables are placeholders within a document that are replaced with actual values when the document is executed. They allow for dynamic content control and are crucial for templating and automation. You can search for existing variables or create new ones within the document builder.

Can I create an invoice from a document or contract?

Yes, an invoice can be created automatically after a potential lead accepts or signs the document/contract. This option is available once the document is marked as "Completed."