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SharpDoc Documents

  • Updated

Viewing Documents

 Documents can be viewed in a couple of different places. Any document found under a Quote can be viewed in a few ways.

  • Edit
    • opens the Editor
  • Preview (eye icon)
    • downloads and displays the document in a window
  • Download
    • downloads a .pdf to the browser
  • SharpDoc Manager
    • Any document found will open up in the editor

Creating Documents

Quotes are the only access point to document creation. Documents are directly tied to the quote of which you choose to create from. All documents created require a Quote. To create a document from a quote, you will need to select the new Green lightning bolt icon found next to the other icons in MarketSharp.

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Once clicked, select a template (default or your own), and then select "Create Document." A document will be created.

Document Creation Process

Every document requires you to have an existing quote and will utilize data from the quote and most entities tied to it (i.e. Company, Contact, Appointment, Inquiry etc.).

Key Steps and Functionality:

  1. Recipients:
    • By default, two recipients will be added to the document under a specific role.
    • Client Role: This will be the MarketSharp Contact if they have an email
    • Sender Role: This will be the employee that is creating the document

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  1. Document Name:
    • The document name will be defaulted to the type of entity type being used (i.e. Quote) with the contact's first and last name. (i.e. Quote for [First Name], [Last Name])

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  1. Processing the Document:
    • Once the document has been submitted to PandaDoc, it will move to an uploaded status where it is processed and evaluated
      • NOTE: The processing can take up to several seconds depending on the size of your document.
  2. Retrieving the newly created Document:
    • During the processing of the document, the document is checked every half second (500ms) to see if it is done processing for a total of 7 seconds. If the process takes longer than 7 seconds, the user will need to check back later on the document.

Upon Successful creation of a document, the document will be placed into a Draft Status. Where it can then be viewed and edited.

Editing Documents

All documents can be viewed inside the embedded editor on the right, but not all documents can be edited. Editing documents is contingent on the status that it is in. You can only edit a document's content if the document is in draft status.

Editing the Document in Draft

When the document is in draft status, the document name and its content can be modified.

Adding and Assigning Fields

  1. Adding Fields:

    • Fields can be placed anywhere within the document's content to capture necessary input from recipients.

    • Common types of fields include text fields, checkboxes, initials, and signatures.

  2. Assigning Fields:

    • Each field can be assigned to a specific recipient.

    • For example, an E-Signature field can be designated to a recipient who needs to sign the document.

  3. E-Signature Fields:

    • E-Signatures are a special type of field available in every document.

    • Users can drag and drop an E-Signature field to the desired location in the document.

    • Users are able to modify the properties of the signature field to assign it to specific recipients.

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Updating Recipients

  • Adding Recipients
    • Additional recipients can be added to documents. They will be added as a "CC".
  • Removing Recipients
    • Only "CC" recipients can be removed from the document.
  • Once the document has been generated and sent, the document will not be able to be edited.
  • After you have sent the document, you are able to add additional recipients.

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Sending Documents

Documents can be sent via email using PandaDoc's email client. Not MarketSharp's (SendGrid). Users are able to add a title and message to the default email that is sent out. The email will be spoofed by PandaDoc and come from an email like docs@email.pandadoc.net.

Sending a document requires:

  • Document must be in draft status prior to sending
  • Recipients
  • The recipients must have email addresses that are valid

Document signing sessions

Once the document has been sent, the recipients can then interact with the document in a number of ways.

  • Filling Out Fields:

    • Once the document is sent, recipients are tasked with completing the fields assigned to them.

    • Recipients will only see and interact with the fields they have been assigned.

  • Decline:

    • One of the recipients could also decline the document, thus moving it to a declined status where no user can update the document

  • Chat:

    • There is a chat option where users can have a discussion in these signing sessions. We currently do not support the chat feature within the PandaDoc Signing Session, however, every time the chat is updated with a public message, the recipients will receive an email notification of that message. 

  • Document Completion:

    • After all assigned fields are completed by the recipients, the document status is updated to "Completed."
    • When a document is moved to completed, MarketSharp will download that document and then upload it to the contact attachment records.

Deleting Documents

Documents are available to be deleted under each quote they were created from.

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