Documents

Create document templates, send them to contacts, and collect e-signatures without leaving Seedly CRM.

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Document List#

The documents page shows all your documents with their name, contact, status, and date. Filter by status or search by name.

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Creating a Document#

1. Click New Document
2. Select a Template or start from a blank document
3. Link the document to a Contact
4. Fill in or customize the document content
5. Click Save or Send

Templates#

Document templates define the structure and content of your documents. Create templates for common documents like contracts, proposals, NDAs, and agreements.

Templates support:

• Rich text - Formatted content with headings, lists, bold, and italic
• Merge fields - Insert contact data automatically (name, email, company, custom fields)
• Signature fields - Placeholder blocks where the signer will apply their signature
• Date fields - Auto-filled with the current date or signing date

Using Merge Fields#

Merge fields pull data from the linked contact record. When the document is sent, fields like {{contact.firstName}} are replaced with the actual contact data.

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Sending a Document#

1. Open the document
2. Click Send
3. The contact receives an email with a link to view and sign the document

The email includes:

• Document name and description
• A secure link to the signing page
• Your agency branding

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E-Signatures#

How Signing Works#

When the recipient opens the document link:

1. They review the full document content
2. They click each signature field to apply their signature (drawn or typed)
3. They click Complete to finalize
4. Both parties receive a signed copy

Signature Validation#

Each signature captures:

• The signer's name and email
• The date and time of signing
• A unique identifier for audit purposes

Where a document has several signers, each one's own signature image is stored against their signature, so a multi-party agreement shows who actually signed which field.

The Audit Certificate#

Every view and every signature is written into the document's audit certificate as it happens, with a timestamp, so the certificate reflects the full history rather than only the moment of signing. The certificate carries a content hash, which is what lets you show later that the document has not been altered since.

A declined document stays declined. It cannot be quietly restyled or re-opened into a signable state afterwards.

Collect on Sign#

If the document has a payment attached, the payment is recorded against the document when it is taken, so you never end up with a signature and a charge that do not reference each other.

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Document Statuses#

Status	Meaning
Draft	Not yet sent - editable
Sent	Delivered to the contact
Viewed	The contact has opened the document
Signed	The contact has completed all signature fields
Declined	The contact declined to sign
Expired	The document passed its expiration date before being signed

Status changes are logged in the contact's activity timeline and can trigger workflows.

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Tracking#

The documents list shows the current status of every sent document:

• Viewed indicates the contact has opened the link
• Signed confirms all signatures are complete
• Timestamps for each status change

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Workflow Integration#

Document events can trigger automations:

• Document sent
• Document viewed
• Document signed
• Document declined

Use these triggers to send follow-up messages, update contact fields, or create tasks when a document reaches a specific status.

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Summary#

Feature	Detail
Templates	Reusable documents with merge fields and signature blocks
Merge fields	Auto-fill contact data (name, email, company, custom fields)
E-signatures	Legally binding signature collection via secure link
Statuses	Draft, Sent, Viewed, Signed, Declined, Expired
Tracking	Real-time visibility into whether documents are opened and signed
Workflow triggers	Automate follow-ups based on document status changes