Documents & Proposals

The Document system lets you create, edit, and share proposal documents with clients. Documents are built from WordPress templates using a visual editor.

Where to Find Documents

Documents appear on the Documents tab of Lead and Client records. The component shows a card grid with all documents for that record.

Screenshot needed: The Documents component showing a grid of document cards with status badges, view counts, and action buttons

Document Lifecycle

Documents progress through these statuses:

Status	Meaning
Draft	Being created or edited, not publicly visible
Published	Publicly accessible via URL, ready to send
Sent	Email with document link has been sent to client
Viewed	Client has opened the document
Partially Signed	Some signatures are complete
Signed	All required signatures are complete
Voided	Document has been cancelled

Creating a New Document

Screenshot needed: The New Document modal with template dropdown, title field, and description field

1. Click New Document on the Documents component
2. A modal opens with:
   • Select Template (required) - Choose from available WordPress templates
   • Document Title (required) - Auto-fills as "[Record Name] - [Template Name]", can be edited
   • Description (optional) - Internal notes
3. Click Create Document
4. The document is created in Draft status and processed in the background
5. It appears in the document list once ready

Editing a Document

Screenshot needed: The WordPress Gutenberg editor showing a document being edited

1. Click Edit on any document card
2. This opens the WordPress Gutenberg editor in a new tab via a secure magic link
3. Make your changes in the visual editor
4. Changes save automatically back to Salesforce via webhooks

Editing is available for documents in Draft, Published, Sent, or Viewed status.

Publishing a Document

Publishing makes a document publicly accessible via its URL:

1. Click the three-dot menu on a document card
2. Select Publish
3. Confirm the action
4. Status changes to "Published"

To remove public access, use Unpublish (reverts to Draft).

Sending a Document

1. Click the three-dot menu and select Send Email
2. The email composer opens with:
   • Pre-filled subject line from the email template
   • Pre-filled body with the document link
   • Merge fields populated from the Lead/Client record
3. Review and customise the email
4. Send

On mobile, this opens your native email app with the content pre-filled.

Other Actions

Screenshot needed: A document card with the three-dot menu open, showing the available actions

From the three-dot menu on each document card:

Action	What It Does
Copy Link	Copies the public document URL to your clipboard
Download PDF	Downloads a PDF version
Clone	Creates a duplicate document in Draft status
Publish / Unpublish	Toggle public visibility
Void	Permanently cancel the document (cannot be undone)
Delete	Remove the document entirely

Restrictions by Status:

Action	Draft	Published	Sent	Viewed	Partially Signed	Signed	Voided
Edit	Yes	Yes	Yes	Yes	No	No	No
Publish	Yes	—	—	—	—	—	No
Send	No	Yes	Yes	Yes	Yes	Yes	No
Clone	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Void	Yes	Yes	Yes	Yes	Yes	No	—
Delete	Yes	Yes	Yes	Yes	No	No	No

Key restrictions:

• Signed and Partially Signed documents are frozen - they cannot be edited or deleted
• Voiding is irreversible - once voided, a document cannot be restored
• Client-signed documents cannot be voided - this protects completed agreements
• Cloning creates a copy in Draft status and requires syncing with WordPress, so it may take a moment to appear

Viewing Signed PDFs

When a document reaches "Signed" status:

• A PDF icon appears on the document card
• Click it to view the signed PDF stored in Salesforce Files

Document Card Information

Each document card displays:

• Document title
• Status badge (colour-coded)
• Template name
• View count
• Created date and time
• Created by user

Important Notes

• When a lead is converted to a Client, documents created on the Lead automatically appear on the Client record
• Document changes in the WordPress editor are synced back to Salesforce automatically via webhooks. WordPress may fire the sync twice per save - this is handled automatically (idempotent)
• The number of signature slots on a document is determined by the number of contacts with the "Client" role. If you add or remove Client contacts, the signature requirements adjust accordingly

Template Management

Click the settings icon (gear) next to "New Document" to manage templates. Templates are created and maintained in WordPress.