DOCUMENTS: Creating and Managing Documents
Learn how to create, manage, and digitally sign documents within Unificus.
What is a Document?
A Document represents a formal agreement between your organization and a Contact or Staff/Team member (such as a contract or service agreement). Rather than printing physical copies, documents remain within the Unificus platform where they can be reviewed and electronically signed.
You can configure Documents to require signatures from the recipient only, or from both the recipient and your Organization. During setup, assign the Document directly to a Contact or Staff/Team member, or link it to an Invoice, Estimate, or Project to automatically populate relevant information.
Unificus also allows recipients to sign without logging in—even before they’re formally invited to the platform as a Prospect or Client.
How do I create a Document?
Before generating a Document, you’ll need to build a Document Generator, which is an unassigned Document template that contains your content. If you’re connecting the Document to an Invoice, Estimate, Proposal, or Project, create those items first.
CLICK HERE to learn how to create a Document Generator
Once your Document Generator is ready, go to Office > Documents and click the +Add Document button.
Provide your Document with a Title. This appears to whoever receives it for signature.
Choose what the Document applies to: a CRM Contact, Staff member, Invoice, Estimate, Proposal, or Project. Your selection determines which data sets populate the Dynamic Data Placeholders in your template.
CLICK HERE to learn about Dynamic Data Placeholders
Select a Document Generator from the dropdown. It will display below for editing.
TIP: Each selection pulls information differently. Selecting Contact pulls from CRM data; selecting Staff pulls from Staff Custom Fields. For Project-related Documents, choose “Projects” so the system knows which one to reference.
How do I edit or preview the Document?
After selecting a Document Generator from the dropdown, it appears below and can be edited through the Content Block Editor.
CLICK HERE to learn about the Content Block Editor
You can update the Title, adjust placeholders, and modify signature requirements, including whether to display the Document in the Urgent Notification Bar.
CLICK HERE to learn about the Urgent Notification Bar.
On the right side, tabs allow you to Preview, Save as Generator Template, Save as Draft, or Generate the Document. First, complete required fields: add a Title, choose a Template, and finalize selections.
Click the preview icon to see your Document.
Click the Text Icon in the sidebar to customize fonts.
Click the save-as-draft icon to store your work for later editing and generation.
When ready to Generate, click the generation icon. A modal opens where you can customize the notification email before it’s sent.
Customize email defaults in Email Templates.
CLICK HERE to learn about Email Templates
To include attachments, click the attachment icon.
How do I let my users sign Documents without having to log in?
By default, both Contacts and Staff must log into Unificus to sign. You can enable an unauthenticated mode allowing users to access and sign Documents via direct link, even before they’re registered.
Go to Office > Settings and select the Documents tab.
CLICK HERE to learn about Document Settings
Scroll to the Security Settings section at the bottom.
Enable the option permitting unsigned-in Document signing.
You can configure links to expire after a specific number of clicks and/or days.
Once enabled, recipients won’t need to log in to access the link.
A new Copy Documents Link option appears in the Options menu for Documents marked “Out for Signature.”
Select this to copy the link and share it via Secure Messaging or external channels.
IMPORTANT: Enabling this setting means HIPAA compliance cannot be guaranteed. Do not use this for legally protected sensitive information requiring privacy protection.
TIP: Assigning a Document to a Prospect or Client with “Not Invited” status will send them the notification email and allow signing, even before registration—useful when signatures are required before onboarding.
What does the Target see?
Recipients get an Email Notification about the Document needing their signature. Default message text is customizable in Email Templates.
CLICK HERE to learn about Email Templates
When recipients click the link, they’re prompted to log in and immediately directed to the Document.
If unsigned-in signing is enabled, they bypass the login step and go straight to the Document.
A Notification also appears in the Contact’s Notification Center while logged in.
CLICK HERE to learn about the Notification Center
Clicking the Notification takes them to the Document.
The Document displays alongside a View/Print PDF button, usable before and after signing.
Any Signer Placeholders show as clickable fields. Recipients can only interact with fields assigned to them.
Clicking opens a Signature modal. The Contact can type their name to auto-fill the Sign ePad, or type and draw their signature separately.
Certain fields, such as Signing Date, auto-populate once a signature is added.
When Organization Signature is required, Staff Members receive a separate email notification (customizable in Email Templates).
Notifications are sent when signatures arrive and when the Document is fully signed.
Both emails and the PDF include IP addresses of all signatories.
How do I manage my Documents?
Access Document management anytime at Office > Documents.
View each Document’s Status at a glance.
Click the Options menu for interaction choices.
View: Open the Document.
Edit: Available for Draft-status Documents.
Resend Document: Copy the Document for re-sending.
Manage Automations: Adjust Automations tied to the Document (from its Template).
CLICK HERE to learn about Automations
History: Track viewing and signature events by assigned users.
Mark as Void: Deactivate the Document—it stays in records but loses validity and won’t appear for signing.
Copy Document Link: For Documents with unsigned-in signing enabled, copy and share the link.
IMPORTANT: Voiding cannot be reversed. A new Document must be generated.
After voiding, click Options > Delete to remove it permanently. This action is irreversible.