# Documents

> Create document templates, send contracts, and collect e-signatures from clients.

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

<DocVideo slug="documents-and-esign" />

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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.

<DocShot src="/docs-screens/documents.webp" alt="Document templates and sent contracts with their status." />

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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

<DocDiagram src="/docs-screens/esign-flow.svg" alt="From a reusable template to a legally signed, stored document." />

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:

<DocShot src="/docs-screens/document-detail.webp" alt="Open any document to see its status, fields, and activity." />

- **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 |

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Source: https://seedlycrm.com/docs/help/documents