This powerful module allows you to create, edit, and manage online documents that your clients can fill out and sign directly through Hubflo such as forms, contracts or business proposals for example.
In this Article:
1 - How do I create a SmartDoc?
Upload a Template: Start by uploading a document from your computer. Supported formats include PDF, JPEG, CSV, DOC [...].
Edit the Template: Once uploaded, you can customize the document. Add signature fields, checkboxes, date fields, text input areas, and more:
Save the Template: After editing, save your document template. It’s now ready to be sent to your contacts.
2- How can I send a SmartDoc to a client?
Once your SmartDoc is ready, you can send it to your client. The email will be sent from the address you’ve synced with Hubflo.
To send a smartdoc, follow these steps:
Select a SmartDoc: Navigate to the saved SmartDoc you wish to send.
Select a Recipient: Choose one contact from your Hubflo database.
Send via Email: An automated email is sent to the client on behalf of the company
You must add at least one interactive field to your SmartDoc before it can be sent.
If no fields (such as signature fields, text input areas, checkboxes, or date fields) are added to the uploaded template, the "Send" button will remain grayed out and non-functional. Make sure to include at least one element. 🙂
3 - How do clients interact with SmartDocs?
Clients will receive an email with a link to the SmartDoc:
They'll also see it in their client portal if they have an active account.
They can:
Fill Out: Enter required information in the provided fields.
Sign: Use the signature fields to digitally sign the document.
Submit: Once completed, clients can submit the document directly online.
Download: They can directly download the completed document.
🎉 NEW: You can now preview your document before sending it to your client! This allows you to see what it looks like :
Once you have finished drafting your document, click on 'Preview' at the top right :
Then you can see how your client will view your document :
Don't forget to save 🪄
4 - How can I track the completion status of a SmartDoc?
You can easily monitor whether your SmartDocs have been completed or are still pending:
Clients will receive up to three reminders when they have a document pending completion.
5 - How Can I Archive a SmartDoc?
Once you've created a Smartdoc, you might find that it's no longer needed. In that case, you can simply archive it. 📁
→ This won't archive the completions and you can always unarchive it later if you need to reuse it.
6 - Create forms with SmartDoc
We've added 2 options that let you use Smartdocs to create forms.
Click on "new smartdoc" then "add a blank page"
Add a heading to distinguish sections in your form
Draw fields or drag and drop them
7 - Automatically assign Smartdocs to clients
If you have a standard contract or intake form that you want to assign to all new clients, you can now enable this option for a Smartdoc.
Once enabled, the Smartdoc will be automatically assigned to all new clients that join your client portal.
8 - Automatic field mapping
Automatic field mapping allows you to link the fields of a SmartDoc to the corresponding attributes in Hubflo. This feature ensures that the information entered by your clients in a SmartDoc is automatically updated in their Hubflo profile, thus facilitating data management and reducing the need for manual entry:
💡 You can link the 'Address' field in the SmartDoc to the 'Address' attribute in Hubflo, and the 'Company Name' field to the corresponding attribute in Hubflo.
Once the SmartDoc is completed by the client, this information will be automatically integrated into your Hubflo database, ensuring an accurate and efficient update of your contacts and companies.
9- Duplicate a Smartdocs
No need to recreate your Smartdoc from scratch, you can now duplicate it!
10 - Automate your onboarding flow
When you move a project/account to a certain stage in your funnel, you can now trigger your entire onboarding flow automatically with Hubflo automate
Set up a custom portal workspace and a chat room
Invite the client
Create an internal task list
Head to settings > Integrations > Hubflo Automate and follow the instructions to enable the workflows :
11 - FAQ
Can I use SmartDocs in my client portal?
Can I use SmartDocs in my client portal?
Yes! SmartDocs are seamlessly integrated into the Hubflo client portal. Here’s how it works:
Root-Level Access: The SmartDocs section is available at the root level of your client portal. This means it will appear on the main navigation menu on the left side of your screen, just like the billing section.
Client-Specific Visibility: Only clients who have SmartDocs assigned to them will see this section. If there are no SmartDocs assigned to you, the SmartDocs tab will not be visible in your client portal.
Viewing and Submitting Documents: Clients can access their assigned SmartDocs through this tab. They can fill out the necessary fields, sign, and submit documents directly online. Completed documents can also be reviewed here.
How is my client notified?
How is my client notified?
When you send a SmartDoc to a client, they are notified through the following process:
Email Notification: The client receives an email containing a link to the SmartDoc. This link directs them to the document, which they can complete and sign online.
Document Completion: Once the client has filled out and submitted the SmartDoc, the document’s status automatically updates to "Completed."
User Notification on Hubflo: As soon as the SmartDoc is completed, you will receive a notification within Hubflo. This alert informs you that the client has completed the document, allowing you to review it promptly.
Can I revoke a signature in a PDF?
Can I revoke a signature in a PDF?
Revoking a signature in a PDF is not typically a straightforward process, as digital signatures are designed to be permanent markers of consent and agreement. If you need to revoke a signature or make changes to a signed PDF, it’s often best to communicate with all involved parties and create a new document reflecting the updated agreement or information.
Can I Get a Signature Certificate?
Can I Get a Signature Certificate?
Once your client submitted a Smartdoc, you can download both the completed document and a completion certificate. This certificate is provided by our partner, DocuSeal, and verifies the document’s completion and signature:
Smartdoc Details in Hubflo Pricing Plans
Smartdoc Details in Hubflo Pricing Plans
Hubflo PRO Plan:
40 Smartdoc completions per year per user.
Hubflo PLUS PLAN
80 Smartdoc completions per year per user.
Difference between Smart Docs & Contract Templates in Hubflo
Difference between Smart Docs & Contract Templates in Hubflo
Smart Docs and Contract Templates in Hubflo serve slightly different purposes:
Contract Templates:
These are designed to be sent only with a proposal.
Perfect for when you need a predefined contract to accompany proposals.
Smart Docs:
More versatile. You can send a contract without attaching a proposal.
Your client can complete the Smart Doc: Directly from the email they receive or From the Client Portal if they have an active account.
In short, Contract Templates are tied to proposals, while Smart Docs give you the flexibility to send and manage contracts independently.