Customer documents

As a company with many customers, you've probably found that keeping physical copies of all the contracts and agreements for each customer in files and folders, in boxes and closets is inefficient and impractical which often leads to confusion in business. You don't have to worry about it anymore, we've digitized this much-needed form of record keeping.

Our Documents section allows you to upload documents in any format, providing a secure, neat and easy to manage way to store customer documents. What's more, in Documents section it is possible to generate a document according to the templates created for it.

How to upload a document to Splynx

To upload a document to Splynx click on Upload button at the top right corner of the table and a pop-up window Upload file will appear. In this window you can specify a Title of the document, a short Description (optional) and choose whether this document will be Visible to customer on their Portal or only available for the administrator. Then, click on Browse and choose the document to upload.

As soon as the file is uploaded, it will immediately appear in the Documents list.

In the Operations column of the table you'll find possible actions related to the file, such as Edit , View , Download , Send (to a customer) and Delete .

If you upload the file with the Visible to customer option enabled, the file will be available to download for the customer on their Portal under the Documents section.

The customer can download the file from Portal by clicking on the Download icon on the right side of the table.

Generating a document in Splynx

Let's take a look at the process of generating a document for customer in Splynx .

To generate a document in the customer's profile click on Generate/Contract button at the top right corner of the table:

In a new Generate document pop-up window, specify the Title of document, a short Description (optional) and choose whether this document will be Visible to customer on Portal.

The Sign contract option will be described in next section of the current article.

There are two options to generate the Document code (the message body) of the document:

• Option 1 - simply type the desired content in the text window manually, use Save as new button to save the typed text as a new document template in Splynx, and then click on Generate:

• Option 2 - you can use one of the saved Templates to create/generate a document. Click on the Template drop-down list, select a necessary template and press Load button. This will fill the text area with pre-configured content from the template. Then, you should specify a Title of the document, a short Description (optional) and choose whether this document will be Visible to customer on Portal.

Press Preview to check the overall view of the document.

To create the document click on Generate button.

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IMPORTANT

Before using the own templates it is necessary to configure them first in Config → System → Templates. In Splynx, the templates are grouped according to the document type. You can add your own templates, edit/customize the existing ones, make a preview or remove the templates.

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When Config → Templates page is opened, take a look at the top right corner and select Documentstype in drop-down list.

To create a new template click on the Add button. In new window, specify the Title, Description (optional) and insert or type the HTML code for your template.

Use Check Code and Preview buttons to check or to preview the validity of the code / output result. The Placeholders button can be used to quickly insert the necessary variable into the code.

More information about templates, placehorders and variables you can find in these articles:

• Templates
• Variables for templates

Contract and its signing by customer

A customer contract is a legally binding agreement between you and the customer concerning the sale of goods or digital content or the supply of services (with or without goods). You use the traditional post service or email (attachment) to send a contract to the customer and wait for it to return signed. As a result, you are not sure whether the customer has received the contract, read it, or perhaps have already sent it back. Such situation is very common for people in sales and may feel annoying. But there is a solution.

You can create your own contract using the functionality of template and customer can add their 'electronic' signature withing Splynx. Such approach eliminates the costs and hassle of printing, scanning and delivery.

Create a contract template:

1. Navigate to Config → System → Templates, at the top right corner, select Documentstype in drop-down list;

2. Click Add button in order to add a new template;

3. Fill out the fields Title, Description (optional) and Code. Pay attention that in the contract template code should be included the next variables:

To show customer's signature image in contract (required):

<img src="{{signature}}">

To show the signature date (optional):

{{sign_date}}

To show the end of term (optional):

{{end_of_term}}

To show the document id (optional):

{{id}}

To show who added the document (optional):

{{added_by}}

or

{{added_by_id}}

Use Placeholders button to quickly insert the necessary variable into the code and customize your template.

The code example of the Contract you can find here.

After the template code is ready press Save button.

4. In Customers → List, find the customer to whom the contract should be sent to, open customer's profile, navigate to Documents tab and press Generate/Contract button at the top right corner of the table.

5. In the new window, click on Template drop-down list to choose the template created on previous step and press Load, the content will be loaded to Document code text area.

Enable the next toggles:

• Visible to customer - the document will be available on Portal to download by customer;

• Sign contract - it enables the option to sign contract by customer on Portal;

• This contract has a term - use this toggle if you contract has any term;

• Term (month) - in this field you can specify the contract term in month (depends on the service you provide).

Press Generate button to create a contract for the selected customer.

6. The generated contract will be available for customer on their Portal:

Let's simulate the signing of the contract by customer.

In customer profile, navigate to Information tab and click on Actions drop-down menu, choose Login as customer option to open customer Portal in a new tab of your web browser. Click on Documents items on the sidebar and click on Contract tab. Then, press (Sign contract) button.

In new window, use your mouse or touch screen to put your signature and press Submit contract button.

If you make a mistake, press Clear button and start from the beginning.

After the contract is signed, the (Signed) label will be added to contract title and the date / time values will be set automatically in Signature date and End of term fields:

The customer can download the signed contract to their local storage:

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