so folks this video is a part of the partnership for this month with pipedrive now we're diving
in how to use smart docs in this video it will be a tutorial on how to use them
as demonstrated by the pipedrive team now smart documents are a way to capture and centralize
the entire documentation process for sales so you can send trackable quotes proposals and contracts
all in one location you can do things like autofill documents with pipedrive data strike
the deal much better because you're able to track your documents and see when and how people are
accessing them you can get company-wide documents and template sharing as well as the ability
to access e-signatures too now there are google drive and onedrive integrations as well which work
really well and 95 000 teams around the world are using pipedrive you can get our discount below
to pipedrive and check them out in more detail there but a big thank you for pipedrive for
sponsoring this month on key productive with smart docs you'll save valuable time in the
negotiation process by creating proposals or quotes directly from the deal detail view the
document will be automatically populated with the relevant deal contact or product details from your
pipedrive account you can then send the document to your customer with a trackable link and get a
notification when a potential prospect engages with your documents just so you'll know exactly
when to follow up smart docs pro is built to take you and your team's productivity to the next level
you'll be able to share document templates with anyone in your team request e-signatures from your
prospects and remove pipedrive's branding when sharing documents or requesting those e-signatures
so let's dive in now to start creating a document go to any deals detail page and navigate to the
documents tab to get started this is the initial setup process that each user is going to have
to go through at least once you're going to be prompted to connect either a google drive or a
microsoft onedrive or a sharepoint account and grant permissions for pipedrive to access it
smartdocs requires one of these integrations to be enabled in order for you to take advantage
of these features any documents you create are just going to be automatically associated with
these cloud-based storage solutions now after you've connected your account you'll see that
you have the option to connect either a personal or a shared drive to your storage location it's
worth mentioning that the shared folder option only appears if you're using a company account
where team folders are configured you may not see this option if you're connecting your private
account you can later also add or disconnect your account by going to the tools and integration
section and clicking on smart box now the moment you've successfully connected your account
you can start creating some documents you have the option to create one directly
but we do recommend that you first start creating a template so that you can use it in the future
if this is like some standard document that you're sending on the regular this really helps
you streamline your work and save time one last repetitive task to worry about right should you
already have previously created templates you can always import those but you can just create a new
one from a blank template which is what we'll do in this tutorial to better illustrate the process
once you're inside the template editor you can update the template's name and also define its
category definitely recommend you categorize your templates as obviously it's gonna make it
a lot easier to find one you can access a template gallery and then filter all your templates based
on these categories now inside the template editor you have the ability to add any pipe drive deal
contact product and time-based fields to fill the content of your template all custom fields show
up here as well just copy and paste the desired placeholders into your document and they'll be
auto magically filled with the corresponding data once you've created your document
these are basically merge fields or merge tags if this is a concept that's more familiar to you
but so when you're finished editing your template you can close it to save or directly create a new
document from this template once you've created your document from this template you'll notice
that the previously configured placeholders have been replaced with the actual data from
your deal and contacts right spiffy in this step you can still make changes to the document however
the changes will not alter the original template they're just going to alter this actual document
that you're sent in here and that's obviously for the better maybe you want to further personalize
this if everything looks good and you're ready to send it to your customer click on the share
button and then from here we can choose between a few different options you can generate a link for
sharing or you can download a pdf copy should you want to share the original file as an attachment
the first option allows you to generate an online read-only link to this document
that can be shared with anyone should they have access to it when generating the link you have a
few useful options here the enable link toggle has been turned on by default and disabling it
will also revoke external access additionally you can also enable the track views toggle
when you enable this you'll receive an email notification once the link has been opened
in here you have a few different options you can choose to get an email notification only for the
first open or you can configure it to notify you every single time your customer has opened the
document you can also see that the document has been opened inside of the deal and you'll also get
a notification about it under your sales assistant knowing when and how often your document is being
viewed can be extremely valuable when negotiating a sale well-timed follow-up to address any doubts
has the potential to make or break a sale as well it's all about timing really however we
do live in an era where data privacy is rightfully valued and so please note that tracking views only
works with browser cookies and so whoever opens the link does have the option to not allow this
if that's the case you won't be able to tell when the document's been opened when you're ready to
share the document copy the link and share it with your customer via email or through whatever
channel you're using to communicate and on the customer's end they can view the document and
also download the pdf version if they wish now on the detail page a new document will appear in the
timeline and a little shared icon will appear to let everybody know that a shareable link has been
generated below that we display different versions of the document as it may have been going through
some changes during negotiations it's useful to know that a new version will only appear if you
generate a new shareable link if you just create a new document without generating a sharing link
the document will appear as draft maybe you're still working on it and you're not really ready
to share it with your prospect yet either way you've got some options once your document is
ready you can still generate the link and send it to your customer the last thing to mention here
is that every time you generate a new document a copy of it will be created in your drive and when
you delete any document from your deal you'll have the option to keep the copy in your drive intact
but if you wish you can also choose to delete it from the cloud at the same time
next up let's talk about advanced template sharing this makes it a breeze to standardize
your documents across a bigger team and keep everyone on the same page when creating a
document template you can automatically share the template with other users in pipedrive
to share a template just open it and click on the permissions tab
then just find a user you want to share the template with and set the permission accordingly
there are two different levels of permissions you can give the first one kind of only allows you to
use the template and then the second one gives you the full ability to edit or even delete the
original template and it's basically just the same full access that you have once a template has been
shared with another user it will show up in the shared with me section in the template gallery now
please note that administrators of your account can control who is allowed to create templates
there's a permission toggle for that in the settings area so if you don't seem to see
the option to be able to create templates well now you know why next up let's talk about e-signatures
once your document is ready it's easy to share it with your customers via a shareable link and ask
them to sign you can request a signature from multiple different people all at the same time
so you can easily track the signing process right from inside the deal now the moment you request a
signature an email with detailed instructions to review and sign the document will be sent
when a customer opens the document they can choose to either accept and sign or decline it
the signing process requires them to type their name and in the next step a secure confirmation
code is sent to their email address to confirm the signature your customer can of course choose to
decline to sign and may wish to further negotiate the terms if one of the signers declines to sign
a red signer declined badge appears instead once the document has been updated you can
resend this request and if everything looks good the secure signature can be added
this will put the document back into an in-sign-in status if other people in the process have already
signed it previously they will be asked to re-sign it again when the document has been
shared and the signatures are requested you'll also see the document and the status of the
document in your timeline if the document went through some revisions you will be able to easily
identify which version of the document is in the signing process we did try to make this visually
easy to discern if for whatever reason one of the signers has not reacted to your request
you can have the option to send them a reminder chances are they're busy running their business
and the original email got buried so don't take it personally just a gentle reminder might be
an order you can manage it all directly within smartdocs and just remember you got that good old
audit trail to see you whenever the document has been viewed declined or signed if you sent out the
request to sign too soon and you need to cancel the process you can do that here also an automatic
email notification will be sent out to inform people that the signing process has been cancelled
however if everything goes according to the plan and everyone has successfully signed the document
a full audit trail together with the signed document will be sent to all participants
email addresses you can then download the audit trail and sign documents as a pdf
from here and so finally all that's left for you to do is to win that dla and finally as a cherry
on top since this is smart docs pro you do get the option to remove pipedrive's branding when sending
documents and requesting e-signatures so this means that your document is just front and center
and there's zero distractions when the prospect is in the middle of making that important decision
to remove pipedrive's branding just head on over here and tick this option and while we're here
you notice several other options right you can choose the default storage location for
your documents and templates it's important to note that when creating and sharing templates
it's strongly recommended to set the default storage location to be a team drive location
that everyone has access to and here you can also define which domain addresses your users
are allowed to connect with smartdocs it could be that your company has really strict requirements
on data security so this enables you to make sure that data is kept confined under your work account
only any admin can add your company domain here and all users in your account will only be able
to integrate with an account associated with that specific domain because you know with great
power comes great responsibility and all that right and so that's smart docs pro everybody
try it out today to get your team on the same page and store more information in one place
you