Documents

📄 Documents in Tenziv CRM

Tenziv CRM lets you build, manage, and send professional documents—proposals, quotes, contracts, NDAs, and more—with optional e-signatures, rich content, live tracking, and visual editing.

⚙️ Document Settings

Manage how your team creates, categorizes, and controls access to documents in one unified place.

📌 Default Document Type

Set a default document type (e.g., Proposal, Quote) to streamline workflows.
Helpful for pre-selecting the most frequently used type across your team.

🗂️ Document Types

  • Built-in Types: Contract, Proposal, Quote (cannot be deleted or heavily renamed)

  • Custom Types: Add new types like NDA, Brochure, Agreement, Case Study, etc.

Use labels to quickly identify document types and maintain consistency.

🔐 Document Type Visibility

Control access to specific document types:

  • By default, all users can see all types.

  • Restrict visibility to certain roles or teams (e.g., only HR sees “NDA” type).

📝 Creating a Document

From the sidebar:

  1. Go to Documents → Click Create Document

  2. In Details:

    • Choose brand, document type, owner

    • Enter a title

    • Set the locale (e.g., English)

  3. In Products:

    • Add products tied to the deal

    • Totals update automatically

  4. In Signature:

    • Enable e-signature

    • Add one or more signers

  5. In Content:

    • Use the Visual Document Editor to design rich, branded layouts

    • Insert product tables, placeholder fields, and headings

  6. Click Save

💡 If the document owner differs from the creator, they receive a notification (using the User Assigned To Document template).

📎 Associations:

  • When a deal is linked:

    • Contacts are added as signers

    • Products auto-load into the document

    • Document is associated with the deal for tracking

🧭 Choosing a View Layout

At the top-right of the editor, select between:

  • Navigation Top – Simple, minimal layout

  • Navigation Left – Sidebar navigation based on headings (H1)

  • Navigation Left – Full Width – For immersive content without margin

📌 You can switch to Visual View from the top-right corner of the document editor.

✏️ Editing a Document

  1. Go to Documents

  2. Click the document title

  3. Make changes to any field

  4. Click Save

📦 Products in Documents

Adding Products

  • Add multiple products in the Products tab

  • Total is auto-calculated (helpful for reporting, filtering, and totals in PDFs)

Displaying Products in Content

To show product tables in your document:

  • Go to Content

  • Use the editor to insert a Products Table where needed

  • It appears in both the public HTML view and PDF

✍️ Collecting E-Signatures

Add Signers

  • Go to Signature

  • Enable Use e-signature

  • Add signer(s): name + email

Each signature logs:

  • IP address

  • Timestamp

  • Full name and email

Signer View

  1. Click the public link

  2. Click Sign (top right)

  3. Confirm email

  4. Type full name

  5. Click Sign

🔔 Notifications:

  • Document owner gets notified after each signature

  • Uses the Signer Signed Document email template

⚠️ Removing a signer from an accepted document will revert it to Draft status.

✅ Accepting Documents (No Signature Required)

Documents can be accepted without requiring a signature:

  • Enable Accept Without Signature

  • Once accepted:

    • Status changes to Accepted

    • Owner is notified (bell + email)

⚠️ Accepted documents cannot be reverted but can be deleted.

📤 Sending Documents

  1. Open the document → go to Send

  2. Review signers (pre-filled from Signature tab)

  3. Add new recipients if needed

  4. Choose email account to send from

  5. Set subject and message

  6. Click Send

📌 Cron job must be configured for scheduled sends.

🔍 Tracking Document Views

Tenziv CRM logs when a document is viewed via its public HTML link:

  • Owner gets notified (bell + email)

  • View is added to the activity log

🧠 View Tracking Smart Logic:

  • Views are tracked hourly

  • Reloading within the same hour does not create new entries

📄 Generating Document PDFs

Click the PDF button (top right in editor):

  • View in browser or download

  • Customers can also download from the public document view

  • Minor differences may exist between HTML and PDF versions

Fonts

  • Set a default font for each brand

  • Override per document in the editor

  • ✅ DejaVu Sans recommended for multilingual/special characters

🔧 Using Placeholders

Placeholders auto-fill content using deal, company, contact, or brand data.

To insert:

  • In the Content editor, click the </> code icon

  • Choose from:

    • Brand info

    • First associated deal, contact, or company

    • General placeholders (e.g., document title)

🔁 Pulls data from the first linked record if multiple are associated.

📂 Templates

Why Use Templates?

Save time and maintain consistency when sending similar documents.

Managing Templates

  • Go to Manage Templates via the dropdown or document index

  • Create, edit, or delete templates as needed

Saving as Template

  • In Content, click Save Template

  • Name it and optionally share with your team

Inserting a Template

  • Use the Insert Template dropdown in Content

  • Template content is loaded instantly