SmartDocs is a fantastic feature that allows you to create and send beautiful eQuotes, eProposals and eContracts in seconds, and get them signed and paid by clients on PC, Mobile and Tablet.
Please watch the video below for detailed training on how to use SmartDocs.
Video 1 - Setting Up Smartdocs
This video provides an introduction to SmartDocs, focusing on how to set up and manage document templates within the system. You will learn how to navigate the SmartDocs interface and begin automating your document workflows.
What are SmartDocs?
SmartDocs is a powerful tool designed to help you streamline your documentation process by using templates and automated data fields. In this first part of our series, you will learn the fundamentals of the interface and how to access your document library to begin creating professional, consistent documents across your organization.
💡 Action Steps
Navigate to the SmartDocs module
Open the document library
How do I access the SmartDocs settings?
To get started with your configuration, you need to head over to the settings menu. Click on the gear icon located in the navigation bar to open your system preferences. From there, you'll locate the SmartDocs tab where you can manage your global permissions and default file storage locations for all generated documents.
💡 Action Steps
Click the gear icon in the navigation bar
Select the SmartDocs tab
Configure global permissions
Set default file storage locations
How can I create a new document template?
Creating a template is the first step in automating your workflow. Click the 'Create New Template' button in the top right corner of the dashboard. You'll be prompted to give your template a unique name and select a category. This helps in organizing your documents so your team can find the right forms quickly when they need them.
💡 Action Steps
Click 'Create New Template'
Enter a unique name for the template
Select a category for organization
How do I use the document editor?
Once you've initialized your template, the document editor will open. This interface functions similarly to a standard word processor, but with specialized tools for data integration. You can type your static text directly into the editor and use the formatting toolbar to adjust fonts, sizes, and colors to match your brand identity.
💡 Action Steps
Type static text into the editor
Use the formatting toolbar to adjust styles
What are placeholders/tokens and how do I insert them?
Placeholders are the magic behind SmartDocs; they pull information directly from your database into your document. To insert a placeholder, look at the sidebar on the right-hand side of the screen. You can search for specific fields like 'Client Name' or 'Total Amount' and simply click the field name to drop the code into your cursor's current position.
💡 Action Steps
Locate the placeholder sidebar
Search for specific database fields
Click a field name to insert the placeholder into the document
How do I upload existing Word documents?
If you already have documents created in Microsoft Word, you don't have to start from scratch. You can use the 'Upload' feature to bring your .docx files directly into SmartDocs. Click the upload icon, select your file, and the system will convert it into an editable SmartDocs template while maintaining as much of the original formatting as possible.
💡 Action Steps
Click the upload icon
Select a .docx file from your computer
Review the converted template in the editor
How can I preview the document with real data?
It is important to see how your placeholders look when they are filled with actual information. Click the 'Preview' button at the bottom of the editor window. You can select a test record from your system to populate the fields. This allows you to check for alignment issues or formatting errors before you finalize the template for your team.
💡 Action Steps
Click the 'Preview' button
Select a test record to populate placeholders
Verify document alignment and formatting
How do I save and publish my template?
After you are satisfied with your template design, you need to save your changes. Click the 'Save' button in the toolbar. If you want the template to be available for other users to use on live records, ensure you toggle the status from 'Draft' to 'Published'. Only published templates will appear in the document generation menus for your staff.
💡 Action Steps
Click 'Save' in the toolbar
Toggle the status from 'Draft' to 'Published'
Video 2 - Managing SmartDocs In A Booking
This guide covers advanced customization and management of Smart Docs, focusing on templates and data integration. You will learn how to refine your document generation process for maximum efficiency.
How do I start building a Smart Doc template?
To get started with your templates, you'll need to navigate to the Smart Docs section within your settings. From here, you can select 'New Template' to open the editor. You have the option to start from a blank page or import an existing document to use as your base. Remember that these templates serve as the foundation for every document you generate later on.
💡 Action Steps
Navigate to Smart Docs settings
Click on 'New Template'
Select 'Blank Page' or 'Import Document'
What is the best way to add fields to a document?
When you are in the editor, you can insert dynamic fields by clicking the 'Insert Field' button on the toolbar. This opens a sidebar containing all available data points from your CRM, such as contact names, deal values, and company addresses. Simply place your cursor where you want the information to appear and click the corresponding field name in the list.
💡 Action Steps
Click the 'Insert Field' button
Browse the sidebar for specific data points
Click a field name to insert it at the cursor position
How can I include product tables in my templates?
If you want to list out the products associated with a deal, you need to use the 'Product Table' element. Click the 'Elements' menu and drag the 'Product Table' into your document. You can then customize the columns to show things like unit price, quantity, and total tax. The table will automatically populate with active items from your deal once the document is generated.
💡 Action Steps
Open the 'Elements' menu
Drag the 'Product Table' into the template
Select specific columns like unit price or quantity
How do I format the layout and styling?
To change the look and feel of your document, use the formatting bar at the top of the workspace. You can adjust fonts, sizes, and colors to match your brand identity. If you need to add an image, like a company logo, click 'Insert Image' and upload your file. You can then click and drag the corners of the image to resize it exactly how you want it to appear.
💡 Action Steps
Use the top formatting bar for font and color changes
Click 'Insert Image' to add a logo
Resize images by dragging the corners
What are the steps to set up conditional content?
You can use conditional sections to show or hide parts of a document based on specific criteria. To do this, highlight the section of text you want to control and click the 'Logic' icon. You can set a rule such as 'Show if Deal Value is greater than 1000'. This ensures that your clients only see the terms and conditions that apply to their specific situation.
💡 Action Steps
Highlight a section of text
Click the 'Logic' icon
Define the rule for showing or hiding the content
How do I preview a document before sending it?
Before you send the doc to a client, you should always check how it looks with real data. Click the 'Preview' button in the top right corner. You'll be prompted to select a test record from your CRM. Once selected, the system will fill in all the placeholders so you can verify that the formatting and logic are working correctly before you finalize the draft.
💡 Action Steps
Click the 'Preview' button
Select a test record from the CRM
Review the document for correct data population
How can I share the template with my team?
Once your template is ready, you need to set the permissions so your colleagues can use it. Go to the 'Manage Access' tab within the template settings. You can choose to keep the template private, or share it with specific users or entire teams. Sharing a template allows your whole sales team to generate consistent documents using the professional layout you just created.
💡 Action Steps
Go to the 'Manage Access' tab
Select users or teams for sharing
Save the permission settings
What is the process for saving and versioning?
The system saves your progress automatically as you work, but you can also manually hit the 'Save' button. If you make a mistake, you can access the 'Version History' from the file menu. This allows you to view old versions of the template and restore them if necessary. It's a great way to experiment with changes without worrying about losing your original work.
💡 Action Steps
Click the 'Save' button manually for peace of mind
Open 'Version History' from the file menu
Select 'Restore' on a previous version if needed
TIP: If adding graphics to your writer in SmartDocs, best to use width 730px for best rendering to PDF.