With the Smart Docs feature, you can save time in the negotiation process by creating a proposal or quote directly from the deal detail view. The document will automatically populate 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 prospects engage with your documents to know exactly when to follow up.
To start creating documents and proposals for your deals, go to a deal's detail page and click on the Documents tab > Start here.
You will be prompted to connect to your Google Drive, Microsoft OneDrive, or SharePoint account and grant permission for Pipedrive to access your account. Connecting to your storage provider will allow you to upload existing documents or templates you already have saved to your deals. Any created documents or templates will also be saved automatically to your drive.
After you connect your account, you will see the option to connect to either a personal or shared drive as your storage location.
You can also add and disconnect your account by going to Tools and Integrations > Smart Docs and clicking on +add a new account.
Setting up a default shared drive
Admin users will be able to see the Company settings tab in the Smart Docs settings. Here you can choose the default shared storage location to keep all of your team's documents and templates.
Setting up a default shared drive also ensures that when templates are shared with other users, they will be stored in and accessible from the same shared drive. You can also choose to remove the Pipedrive company logo from the documents you share.
You can learn more about how files are stored in this article.
Once you have connected your account, you can start creating documents and proposals for your deals. You can create a document directly, but we recommend first creating a template so you can save time for your future documents.
To create a template from scratch, go to the Documents > Templates tab in a deal's detail view, and click on Blank Template. You can also import a template from your provider if you already have one saved.
When in the template editor, you can update the template's name, category, and add any Pipedrive deal, contact, product, and time-based fields to fill in the content of your template.
To add Pipedrive fields to your template, you will need to copy and paste the field from the right-hand side of your template editor into the template body. The field will show in brackets "[ ]" in the template and be automatically replaced with the deal data when the template is used for a document.
Adding Product fields
Product fields will only work with a template if they exist inside a product table. To add the product table, first copy and paste the table into your template body. The table will auto-populate with a set of default product fields but you can customize them to your preferences.
Once you have finished editing your template, you can click on Close to save your template or Use to create document to immediately use the template to create a document.
How can I share templates with my team?
You can use advanced template sharing to automatically share the template with other users in Pipedrive. To share a template, open up to edit your template and click on the Permissions tab. There are two different levels of permissions you can give users:
Once a template has been shared with another user, it will show up in the Shared with me section of the template gallery.
To create a document for your deal, click on the Documents tab in a deal's detail view. You will see the options to create a document from a previously created template, create one from scratch with a blank document, or import a document if it has already been created.
If you select to create a document from an existing template, click on From Template and click on the template you wish to use. The document editor will appear with all of the Pipedrive fields filled in with the deal's data.
If the deal is missing any field information included in the template used, the field name placeholder will remain in the document. You can customize the name, category, and adjust the content according to the requirements of the document you are working with.
The document will automatically save under your deal as you work.
Google Drive— If you click on the Actions button in the bottom right corner of the document editor, you can share the document, download document as PDF, or delete the document.
One Drive and SharePoint— To share your document, you will first have to close your document editor and click on the '...' (more) button on the document created in the detail page.
When you share your document with a link, you will have the option to track views and set up email notifications for when someone opens the document.
Note: if you are on the Professional or Enterprise plan, you will be able to remove the Pipedrive logo from your shared documents (Beta). You can learn more about this functionality in this article.
If you enable the track views option, you can choose to be notified by email when your document is opened for the first time, every time, or never. The email notification will show you when the document was opened, so you can know exactly when to follow up with your prospect.
Once a link has been generated, you will see it saved as a version under the Done section of your deal's detail page with the number of views and the creation time. Once a link has been generated, you will no longer be able to update this version of the document.
If you click on the '...' of the document version, you will see the following options:
Can I create more versions of the document?
If your document needs to be revised and updated during the negotiation process, you can easily create more versions to document and keep track of the progress.
To create another version of a document, click on the original document, make the necessary updates, and generate a new link. Once the link is generated, you will see it as Version 2 under your document:
If you want to create another version of a document, it may be a good idea to disable the link for the first version so there are not two live versions of the document. To do so, click on the '...' of the first version and click on Get sharing link > Link enabled to disable the link.