Knowledge Base

Sales Documents (BETA)

Note: This feature is available on the Advanced, Professional, and Enterprise plans. This feature is currently in beta. Unlimited usage of this feature is subject to change after this beta period. 
To use the Sales Document feature, you need to have a Google Drive or OneDrive account to connect to. 


With the Sales Documents 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 your Google Drive or One Drive account 

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 or Microsoft OneDrive account and grant permission for Pipedrive to access your account. Connecting to your Google Drive or OneDrive account 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.  

Note: Connecting your Google Account for Sales Documents is separate from setting it up for the Google Drive Sync feature


Screen_Capture_on_2020-07-27_at_14-46-41.gif

You can also add and disconnect your account by going to Tools and Integrations > Sales Documents and clicking on +add a new account

Screenshot_2020-11-26_at_12.01.36.png

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. 

Creating a template

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, go to the Documents > Templates tab in a deal's detail view, and click on Create New Template. You can also import a template if you already have one saved in your connected Google Drive account. 

Screen_Shot_2020-07-27_at_3.00.48_PM.png

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.

Screen_Capture_on_2020-07-27_at_16-41-49.gif

 

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. 

Screen_Capture_on_2020-07-27_at_17-14-43.gif

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. 

 


Creating a document 

Note: Users on the Professional or Enterprise plans will be able to request for signatures through the Sales Document 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. 

Screen_Shot_2020-07-27_at_5.16.44_PM.png

Note: You can only import documents from your connected Google Drive or OneDrive 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.

Screen_Shot_2020-07-27_at_5.53.28_PM.png

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. 

Screen_Shot_2020-07-27_at_5.43.31_PM.png

  • Share with link— 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—
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. 

  Screen_Shot_2020-11-17_at_4.46.43_PM.png

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. 

Screen_Shot_2020-07-27_at_6.48.56_PM.png

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. 

Screen_Shot_2020-07-29_at_3.05.15_PM.png

 

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. 

Screen_Shot_2020-07-27_at_7.22.14_PM.png

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
  • Edit notifications— Update email notification settings for your document
  • Copy link— Copy the document version's link to easily share with customers 
  • Delete— Delete your document 
  • Disable link— Disable the link to restrict access. You may want to do this if you need to share an updated version of the document with your customers. 

 

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: 

 Screen_Shot_2020-07-28_at_12.33.56_PM.png

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 Disable link.  

Note: Once the link is disabled, you will no longer be able to enable it again. 

Questions?    Get in touch