Smart Docs

JT
Jenny Takahara, May 5, 2021
Note: To use the Smart Docs feature, you need to have a Google Drive, Microsoft OneDrive, or SharePoint account to connect to. The Smart Docs feature is only available on the Advanced, Professional, and Enterprise plans.


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.


Connecting to your storage provider

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.

Note: Connecting your Google Account for Smart Docs is separate from setting it up for the
Google Drive Sync feature.


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You can also add and disconnect your account by going to Tools and Integrations > Smart Docs and clicking on +add a new account.

Note: If you are having trouble connecting or re-authenticating your Google Drive, go to your Google Permissions and remove Pipedrive permissions before trying to connect again. Contact our support team for assistance if you are still having trouble.

Setting up a default shared drive

Note: This is only available for Professional and Enterprise users.


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.


Creating and sharing templates

Note: All admin users can create templates by default. If you are on the Professional or Enterprise plans, you can control which Pipedrive roles are permitted to create or add new templates using Pipedrive permission Can create and import Smart Docs templates. You can read more about permission sets in Pipedrive 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.

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Note: If you use OneDrive, the file picker, template editor, and document editor will appear as new pop-up windows. If you do not see the pop-up windows, you will have to enable pop-ups from Pipedrive in your browser settings. Learn how to enable pop-ups in this article.


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.

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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.

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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?

Note: Advanced template sharing is only available in Professional and Enterprise plans.


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:

  1. Can use this template— Can view the template and use it to create new documents, but can not edit or delete the original template.
  2. Can edit this template— Can view, use, edit and delete the original template.


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Note: In order to successfully use a template, the user you share it with will also need to have access to the original template file in your storage provider. For this reason, we recommend that all templates and documents are stored in a shared drive. You can set this up in Smart Docs settings Learn more about how documents are stored in this article.


Once a template has been shared with another user, it will show up in the Shared with me section of the template gallery.

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Creating a document

Note: Users on the Professional or Enterprise plans will be able to request for signatures through the Smart Docs feature. Learn more about this functionality in this article.


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.

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Note: You can only import documents from your connected Google Drive, Microsoft OneDrive, or SharePoint account.


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.

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The document will automatically save under your deal as you work.


Viewing and sharing your document

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.

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  • Request signatures (Professional and Enterprise)— Request signatures from the recipients of the documents.
  • Generate link for sharing— Generate a link to share a read-only PDF version of this document with your customers or any other stakeholders in the deal. This will be displayed in a browser window once the recipient opens it.
  • Download PDF— Save your document locally so you can attach it to an email or send it directly to your customers.
  • Delete— Delete your 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.

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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.

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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.

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Note: Our document tracking feature is GDPR compliant. You can read more in this article.


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.

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If you click on the '...' of the document version, you will see the following options:

  • Open— Open the document to view the read-only version
  • Get sharing link— Copy the version's link to easily share with customers and change the link settings
  • Request signatures (Professional and Enterprise plans only) — Request digital signatures from document recipients
  • Download PDF— Download a read-only PDF of this version
  • Delete— Delete your document

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:

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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.

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