Go to the value sub-nav, and then select the "Start new document workflow" icon.
Click create and the template wizard will be displayed as per below:
The key piece of integration is the Price and Schedule step displayed below:
This information drawn from the contracts module will display in the proposal document as your price for the job. If you don’t need this much detail then your template can be designed to pull the value of the contract into the document using template variables. Your system administrator will assist in getting the proposal template right for your organisation.
The finish step (displayed below) will display some final options for you to consider:
Viewing in HTML
Click View Document will view the document as an HTML version of the document you have created. The toolbar in private mode will omit certain icons, for example, you cannot copy or email a document.
If the document is in Draft, Open for Review or Awaiting Sign off status a toolbar displayed similar to the view below will be available. This still enables you to edit , copy and email the document as well as having access to previous versions, which you can also revert back to if needed. Note, if there is a chance the client will amend the actual contract, leave the UniPhi document in “open for review”, then you can update the contract deliverables and edit the document to reflect the change. The document version will increase so you will have a full audit history of the changes.
Documents cannot be edited once signed off. They can only be copied, emailed and saved as PDF
The toolbar view also above appears if a document is in the process of being edited by another person when you have accessed it and they have the document in private mode. You will not be able to edit.
What document status should I use?
There are five document status types that are used to provide version control, review, edit and finally sign off documents electronically. These are listed below:
Private - This document status is for documents that are currently being actively edited by their creator. While a document is private it can only be viewed by those who have edit rights to that document. You can select to view the document in HTML and then edit the document to continue its creation.
Draft - This document status opens a document up to be read by any other staff member in the business. A draft status means that the document is still under development, but is available for comment.
Open For Review - Like the draft status, this document status allows all other staff members to view and comment on the document. The difference is that in the eyes of the creator, the document is completed and “open for review”. Leave UniPhi contract documents at open for review while the real contract is being finalised
Awaiting Sign Off – This document status allows people who need to sign off a document to sign it off. If there is no sign off role for that template, then the document creator can sign it off.
Signed Off - This document status completes a document’s life cycle. A signed off document cannot be edited. It can be copied or deleted. Only sign off the UniPhi contract document when the actual contract document is signed off and uploaded into UniPhi.
The Save as PDF option will render the document to PDF and this is how the client will receive the document. When the document is ready to submit, use the email function to email the PDF version to the client.
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