How To Get Notifications When A Contract or Proposal Has Been Signed

so we're going to try this one more time seems I keep uh sharing the wrong screen so let's see if I can get this right this time so let's go to share screen and uh someone asked about getting notifications when you are when you send a proposal document or anything like that getting notifications that that document has been signed so let's go to put you on the screen over here cool all right so let's drag over what I what I want to show you all right the first thing I want to tell you is that okay when you're doing your documents and stuff like that um so for your documents if you need to go kind of create a document if you are familiar with where that area is you want to go to payments payments is where you create your documents so as you can see all my documents are here right um whether it's a proposal um it's a service agreement it's an account contract from my subcontractors all those are here should be created here under documents and contracts the main thing you want to do is go over here to where it says settings so over here in settings if you click on that this is where you get the ability to receive or to to select to receive notifications you can do that for the customer so they can get a notification when the document is complete um by using this so you configure it that you want to make sure you configure it first with your name and email so that means um when they receive an email it'll come from whoever you put here and also from that email right the other thing is you have to decide what type of notification do you want to give so for and once again this is for the customer at this point the document signed you toggle this and this says template use when the documents has been successfully signed accepted by the recipient so this is just their confirmation that their document has been signed I put document name signed um and I use these custom values to kind of put that here so whatever the document name is um you know John Doe entertainment uh service agreement signed right and you make sure you click save now the notifications that they were talking about are referring about was about team notifications this is what the team receives when that document is signed by the customer or potential customer here if you go over to team notifications it has override Center details but that's it's pretty much the same so you don't want to override it it's going to be the same for the most part um if you need to override it then that's what you would do you would click this toggle that and change what information is going to be used but I don't want to override it I want it to be the same um document sign is the selection that you want to select here um document sign this template is used when the document has been successfully signed by the recipient I use default template I put and this should not be there let me take that out I don't need location document name so the name of the document which is John do entertainment uh service proposal signed by contact name and these are once again these are custom values that you can just add so that when so you don't have to keep changing the name whoever do whoever uh this the document was assigned to um or sent to their name is going to pop up because you have them in your contacts and you click save and that's all you have to do to receive notifications um there's another thing that you can do if you don't want to go that route you want to kind of create a workflow and then have other things happen after that contract is signed so I'm going to show you a workflow that I created here so this workflow right here and hopefully you can see it it's large enough you can see it um is I called it contract out for signatures sub uh onboarding process but I use it this one is specifically for subcontractors when I send it out to them because I have other things that happen um after they sign a contract or other notifications that's why I use a workflow the other um way that I showed you you won't kind of get other things to kind of be triggered and happen so in order to kind of help automated I have it in a workflow so what you want to do is create a trigger or or use figure out what what trigger you want and specifically this is for con for documents and contracts so I would go and I would select that contract that um that trigger now I'mma show you how you find that trigger all right so when you I'm go over here if you go over here and you see um the workflow triggers are here and it's a whole lot of them and you don't know which one um one thing I would do is if you're getting familiar with doing your automations and workflows stuff like that I would kind of familiarize myself with what's considered a trigger right so as you're doing this if you scroll all the way down and this right now seems kind of small I don't know why it's that small let's do it like that make it larger so people can see go back to the trigger there we that looks a little better so if you scroll all the way down um understand uh they're in different areas so you have to kind of familiarize with what each area has specifically documents and contracts is going to be under payments just like it is in the uh on the menu side of the CRM when you first started so if you click on documents and contracts that's where I got this from so I just wanted to show you how to get to it so now how do you um kind of make it specific to this the contract or the proposal or the service agreement that you want a notification for um you would of course when you get the when you choose your workflow this is going to be automatically here right you can and you can you can change that if you want to but I I kind of leave it there um I give all of my triggers and actions and all that stuff within a workflow I give it a name generically it's just going to have um it may not even have anything I don't believe I think you have to give it a name anyway so I give it a name documents and contracts and I put sign excuse me so now what I'll do is I will I'm going to take this out and kind of walk you through the process right so the first thing you want to do this is just a documents and contracts so now you want to be specific which document and contract do I want the notification for you can kind of specify that so if you click add filters here C add filters you want to to select and these are going to be standard Fields these are the first ones that's going to pop up for this specific trigger you want to go to template because you want a specific template that you use and you want that to be an is um selection not is empty not is not but you want is so the template is and when you click on on this it'll give you a selection of all the uh the proposals and templates that you have normally I I number my proposals and service agreements and all that other stuff to make it easier to find so the specific one that I'm using is the subcontractor for this workflow but if you see there's a proposal template so just you got to remember the names of your templates or the names of your proposals and service agreements and all that other stuff when you're doing a workflow so I'm going to click this one because this is specific to that now if I leave it here every time anybody does anything with this I'm going to get a notification so that's not what I want to happen I want it to be specific to when somebody signs this so now I have to break that that filter down a little bit even uh be more a little bit more specific with it so if you click uh if you let me go back if you click add filters click on it there there's an option you can select again now go to the status of this uh specific agreement so what is the stat stat meaning what is it it's changed so how has it changed you want to click is and the options are if it's completed n that's not necessarily what you want if it's sent that means you'll get a notification when you send it out you don't really need that notification the one that you're looking for is signed and accepted once it's signed and accepted that's what you really need and you can you can look you can actually stop right here you don't have to put anymore so once that contract is signed you'll get um it'll trigger this workflow so I click save go on to the next thing what do I want to happen when that when that uh document is signed I want a notification there are a number of ways you can get notifications you can get it through the CRM um through just a notification sort of like a a banner or or or you know kind of like a ding hey this has been signed and Pops across your phone you can do an email or you can do a text message either one works and I'm going show you how to find that so after after the trigger the next thing is what's the action that you want to happen so these when you click on this one after you do a trigger the only thing you can really do after that is actions after the trigger is has been triggered so what do I want to have I want an actual internal notification I want a notification to come to me or my team or whoever so I'll click on send internal notification right and that's where this comes from so I just wanted to show you how to find that so I'm kind of break down what it says so in my internal notification once again like I said I give it a name document contract sign and you see that here right now type of notification remember I told you you have the option of an email a text message or just a notification I like to just have a notification in this specific situation but you can do it any way you want you can have all three if you want you can do a email notification then do a a a a text message and then also a notification I don't like so many notifications I don't need it I thought I did in the beginning I realized my phone was dinging too much so I cut that out just a simple notification because I'm already going to get an email from the the settings uh technique that I showed you before I'm already going to get that email but if I'm not checking my email I would like to be able to have it on my phone oh man cool they just signed it so now I can go now I know to go in chat right or you can send that to a specific person within your within your staff so I do this the notification I give it a title a document or contract has been signed um if you want you can add a custom value like a document or contract has been signed and you can put um by and put a contact name so you can put a document or contract has been signed by John do or whoever that contract was assigned to is going to add it automatically pop up if you put a custom value up there okay so let me take that off so the next thing is now you want to put a message what's the message that's going to pop up on your phone UHC doent or contract has been signed by contact name John Doe of uh John Doe entertainment there you go so you'll see that there the next thing you want to do is go down to redirect page I kind of have it in opportunities but your options are contact UM conversation I don't know if that really makes a difference I haven't really figured that part out but when I do I'll let you know I keep mind an opportunity the next thing is to use to so who is this notification going to I have it set to user assigned to the contact so when the contact is created my contacts are already assigned to a specific user so whether it be me my virtual assistant or somebody else within my staff so that's how I have it set up so there all notifications on that particular contact or client or whatever goes to that person but you have the option of changing that to you can do all users so everybody within your facility a particular user or like I said a user assigned so a particular user if you click on particular user now everybody that's in your staff you can pick them individually like for instance I can pick that which is me I can pick that and or somebody else virtual assistant for that to go to even though they may be assigned to somebody else but I'm going to go back and put like I had before user assigned to the contact and then after that's done there's nothing else you just make sure you save it here you save up top because you want to always save any progress you make in your workflow because you'll lose it now with that being said you can stop right here you don't have to do anything else um and then you'll get notifications when that specific contract is signed you can add more triggers and add other uh other uh proposals or service agreements or whatever you can make it specific to each one of those it's up to you m like I said mine is a little bit more to it because I want other things to happen after that contract is signed and I want them to happen automatically as opposed to be having to go in there do it so hopefully that makes it simple um what one thing I want to show you is what that contract is going to look like or what that notification is going to look like so in your email um with the first uh I kind of uh the first technique that I showed you you'll get this something saying like this um Beth Judy Barbie Dental contract Service agree or agreement signed um you'll say hi Sherman Beth Judy Barbie Dental contract agreement and I put a little bit of information kind of jog my memory about what it is and just I like to kind of make it a little specific but you don't have to do that you can just leave it at whatever but um just so you know it'll say has now been accepted and signed all parties involved have a look by clicking the button below so if you click on this below and you can actually see what the contract is and that it's been signed so you have the ability to kind of go back and see which one it was talking about so hopefully uh that explains what you are uh were asking about uh getting notifications like I said there's two ways you can do it you can do it by going to the settings uh where your templates are for your uh proposals or service agreements and stuff like that or you can actually create a separate workflow um and then kind of build that out to do other things after that contract is signed so with that being said you guys have a great day and uh hopefully this was a help to you all