DOCUMENTS: PDF Signing
Learn how to create, sign, and automate PDF documents in Unificus with multiple signers.
What is PDF Signing?
Elevate your document workflow by uploading PDFs, preparing them for signature collection, and distributing them to various signers. PDFs can serve as reusable Templates with dynamic data populated through Automations, then automatically sent to multiple Contacts or Staff members for electronic signing. Recipients will receive a copy of the signed document along with a complete Audit Trail.
Note: PDF Signing requires the PRIME Bundle Power-Up
How do I create a PDF Document?
Begin by navigating to Office > Documents and selecting + Add Document.
Provide your document with a name and select the data source it should reference. Choose Contact, Invoice, Estimates, Proposals, or Projects if your Document Target is a Contact; select Staff if your target is a Staff member.
After selecting your Data set, pick the PDF file from the available Template options.
Title: Enter a name for your Document.
Enable Document for Digital Signature: Switch this on to configure required signatures for the Document. Leave it off if signatures aren’t needed.
IMPORTANT: When enabled, at least one signature placeholder must be present.
Require Signature From Client: Enable this to mandate that the assigned Contact sign the Document.
Require Signature from your Organization: Enable this to require a Staff member to sign on behalf of your Organization. Select the appropriate Staff member from the dropdown.
Learn more about Digital Signing
Next, upload or drag your PDF file into the designated area.
Once uploaded, you can add available fields to the document. All fields matching your signature requirements appear ready for insertion. Select any field from the list—it will display on your document and can be repositioned as needed.
On the right side, you’ll find tabs for Preview, Save as Template, Save as Draft, Attach Files, and Generate options.
Click the Preview icon to view the Document as your assigned Contact or Staff member will see it.
Click the Save as Template icon to preserve your changes as a new Template for future use.
Click the Save as Draft icon to store your work in progress for later editing and generation.
Click the Attach Files icon to add multiple files that will accompany this Document.
When ready, click the Generate icon. A window will open allowing you to customize the email message that will be sent to recipients.
You can adjust the default email text through Email Templates.
Learn more about Email Templates
How do I create a PDF Template?
Go to Office > Documents, select Templates, then click + Add Template.
Select PDF Template Editor as your document type.
Begin building your Template.
Title: Give your Template a descriptive name.
Document Target: The CRM Target is pre-selected, but you can change it to Staff or Team Target using the dropdown.
Enable Document for Digital Signature: Toggle this to establish signature requirements. Leave off if no signatures are needed.
IMPORTANT: When enabled, a signature placeholder is mandatory for saving the Template.
Require Signature From Client/Staff member: Enable to require the assigned Contact or Staff member to sign.
Require Signature from your Organization: Enable to require a Staff member to sign on behalf of your Organization. Choose the Staff member from the dropdown.
Learn more about Digital Signing
Select or drag your PDF file into the area provided.
After uploading your PDF, insert the available fields. Only fields corresponding to your signature requirements will appear in the list.
Choose fields from the list to insert them onto your document, then reposition them as desired.
Once all fields are positioned correctly, you can attach additional files and save, or simply save if no files are needed.
Learn more about Document Templates
How do I assign Automations to my Document Template?
After finishing your Template setup, click the Configure Automation button to add Automations.
A modal will display your Automation options. Click the expand icon to view available choices. You can layer multiple Automations as needed.
You can also select an Automation Template.
Learn more about Automation Templates
Each Automation requires individual configuration.
After saving your Automations, you’ll see them displayed as a chain. Click Configure Automations again to modify or add additional Automations.
What happens after I create my Document Template?
Once your Template is complete, convert it into a working Document anytime by visiting Office > Documents. You can assign it directly to a Contact or Staff member, or link it to an Invoice, Estimate, Proposal, or Project to automatically pull relevant data. Placeholders will populate with the correct information, and the appropriate individuals will be designated as signers.