Documents & Signatures
Create document templates, generate personalized documents, and collect digital signatures.
Overview
The Documents module provides:
- Document template creation with placeholders
- Dynamic document generation
- Digital signature collection
- Document storage and versioning
Document Templates
Creating a Template
- Enter template name
- Use the rich text editor to design your document
Template Editor Features
Formatting
- Headings (H1, H2, H3)
- Bold, italic, underline
- Text alignment
- Bullet and numbered lists
- Tables with customizable borders
Page Layout
- A4 page visualization
- Page break insertion
- Margin control
- Header/footer areas
Branding Options
Select how branding appears:
Using Placeholders
Placeholders are dynamic fields that get replaced with actual data.
Syntax
{{Model.field}}Available Placeholders
Person Fields:{{Person.first_name}} - First name{{Person.last_name}} - Last name{{Person.full_name}} - Full name{{Person.email}} - Email address{{Person.phone}} - Phone number{{Person.address}} - Full address{{Person.date_of_birth}} - Date of birth{{Person.start_date}} - Employment start date{{Person.position}} - Job title{{Business.name}} - Business name{{Business.abn}} - ABN{{Business.address}} - Business address{{Business.phone}} - Business phone{{Business.email}} - Business email{{System.today_date}} - Today's date{{System.today_date_short}} - Short date format{{System.today_date_long}} - Long date format{{System.current_year}} - Current year{{System.current_month}} - Current month{{System.current_financial_year}} - Financial yearInserting Placeholders
- Position cursor where you want the placeholder
- Find the placeholder in the right sidebar
- Drag and drop into the document
{{ to trigger autocompleteAdding Signature Blocks
- Enter a label (e.g., "Employee Signature", "Witness")
- Set whether it's required
- The block appears in your document
Template Status
Generating Documents
Creating a Document Record
- Open a document template
- Review the generated document
- Make any manual adjustments
- Save the document record
Document Versioning
- Each generation creates a version
- Previous versions are preserved
- Track changes over time
- Restore previous versions if needed
Records from a Template
To see everything produced from one template:
- Open the template
- From here you can open, manage, or compare records
Comparing Versions
When you need to see exactly what changed between two generated documents:
- Select the two versions to compare side by side and review the differences
This is useful for confirming what changed before a document is re-issued or signed.
Digital Signatures
Adding Signers to a Document
- Open a document record
- Select:
Sending Signature Requests
- Each signer receives an email with a secure link
- Links are valid for 7 days
- Track status in the Signatures tab
Signing Process (For Signers)
When you receive a signature request:
- Click the link in the email
- Review the document
- Choose how to sign:
- Accept the terms
Signature Status
Track each signer's progress:
Resending Requests
If a signer hasn't responded:
- Click the menu on their row
- A new email is sent with a fresh link
Deal Integration
Linking Documents to Deals
- When creating or editing a document record
- Link it to a CRM deal
- Select which stage to move to when signed
Automatic Status Updates
When all signatures are collected:
- Document status updates to "Completed"
- Linked deal moves to specified stage
- Notifications sent to relevant parties
File Storage
Uploading Files
- Go to document record
- Select file (PDF, DOC, images)
- File is stored securely
Downloading Files
- File downloads with secure signed URL
- Links expire after 24 hours for security
Save as PDF
- Open document preview
Troubleshooting
A signer says their signing link doesn't work or has expired
Signing links are valid for 7 days from when the request was sent. Once that window passes the link stops working. Open the document record, go to the Signatures tab, click the menu on the signer's row and choose Resend Request - a fresh email with a new link is sent.
A signer didn't receive the signature request email
Check the signer's email address on the Signatures tab. When you added them you could set an Email override - confirm it's correct, then use Resend Request to send again. Ask the signer to check their spam or junk folder, as the secure link arrives from an automated address.
Placeholders show as {{Person.first_name}} in the finished document instead of the actual value
This happens when the document was generated without selecting a person, or the placeholder name is misspelled. When you Generate Document, make sure you select the person so their People record can populate the fields. In the template editor, insert placeholders by dragging them from the right sidebar or typing {{ to trigger autocomplete rather than typing the name by hand.
The document status won't move to "Completed"
A document only completes once every required signer has signed. Check the Signatures tab - anyone still showing Pending, Sent, or Viewed is holding it open. If you're using Signing Order for sequential signing, later signers aren't emailed until the earlier ones finish.
A download link stopped working
Download links are secure signed URLs that expire after 24 hours for security. Just click Download again on the document record to generate a fresh link.
Frequently asked questions
Can I change the order signers receive their requests?
Yes. When you Add Signer, set the Signing Order. With sequential signing each signer is only emailed once the previous signer has completed - useful when a witness needs to sign after the main signer.
How do signers actually sign - do they need an account?
No account is needed. Signers click the secure link in their email, review the document, choose Add Your Signature, and can Draw, Type, or Upload a signature image before submitting.
Can a document update a CRM deal automatically when it's signed?
Yes. Link the document record to a CRM deal and choose which stage it should move to. When all signatures are collected the document is marked "Completed" and the linked deal moves to that stage automatically.
What file types can I upload to a document record?
You can upload PDFs, DOC files, and images. Files are stored securely and downloaded via a signed link that expires after 24 hours.
What's the difference between "Export PDF" and "Save to Server"?
From the document preview, Export PDF downloads a copy to your computer, while Save to Server stores the PDF permanently against the document record so it's kept with the rest of your files.
Tips
- Use consistent placeholder naming across templates
- Preview documents before sending for signatures
- Set signing order for documents requiring witness after main signer
- Track expiring signature links and resend if needed
- Link important documents to CRM deals for automatic workflow
- Keep templates organised with clear naming conventions