With Additional Documents, you can attach supporting PDFs to a proposal and collect signatures in the same flow.
Simply upload your PDF, drag and drop your placeholders, decide if each document is required or optional, and send. Clients sign your proposal terms first, then any additional documents so nothing gets missed.
This feature is best used for any additional or extra documents that you require clients to sign other than the client engagement letter. Some great use cases include declarations, waivers, consent forms or policy acknowledgements.
This article provides guidance on how to add document templates to your Ignition account so you can start sending proposals with additional documents!
Additional documents are only available on our Pro and Pro+ plans.
Pro = Send up to 500 docs per year
Pro+ = Unlimited documents
How to add document templates to Ignition
In order to attach documents to a proposal, you'll first need to add your documents as a document template.
First, navigate to Templates → Documents → New document.
Next, upload the PDF file you want to add.
Please note: The file must be a PDF. All other file formats are not supported.
Adding and managing placeholders on documents
After uploading your document, drag and drop placeholders to the desired location on the document.
If you want to change where your placeholders sit, click Remove all placeholders to start again.
Please note: You must add at least 1 placeholder in order to save your document template.
If more than one person needs to sign a document, click + Add signatory. Ignition adds placeholders for each extra signatory in a different color, so you can tell them apart.
Once you have finished adding placeholders, click Save.
Your document will be saved as a document template to be used in future proposals.
Adding additional documents to a proposal
Once you have added a document template with the placeholders you need, you can begin adding these additional documents to a proposal. When creating a proposal, a Documents step appears if there are any document templates saved in your Ignition account.
To add a saved document to the proposal, click + Add document → Select your document.
Once you have added the first document, you can add more documents for your clients to sign by clicking + Add document.
You can also click the 3 dots → Remove to remove a document.
You can also enable the Must sign to accept proposal toggle. If this is enabled, your client must sign that particular document in order to accept the proposal.
If this is disabled, this document becomes optional for your client to sign.
Pro-tip: Save these new proposals with additional documents as a proposal template, or update your existing proposal templates with document templates
You can also send a document template on its own, without a proposal. Learn how in Send a document for signature without a proposal.
Adding client details and your own text to documents
Prepare documents faster by adding your client's details and your own text directly to a document template. Instead of keeping a separate copy of the same PDF for every client, you can use one template and let Ignition fill in the details for each proposal.
You can add three types of fields to a document:
Client name and Client address: Ignition fills these in automatically from the client record.
Free-text field: name the field on your template, then type the value when you add the document to a proposal. This is useful for details that aren't stored on the client record, like a taxpayer ID.
Setting up fields on a document template
In Templates → Documents, open your document template and drag the fields onto the document, the same way you add signature placeholders. Drag a corner of a field to resize it, then click Save.
Filling in fields on a proposal
When you add the document in the Documents step, its fields appear under the document. Client fields are filled in from the client record, and you type a value into each free-text field.
Your client sees the filled-in values on the document before they sign.
Please note: Field values are locked in when the proposal is sent. An empty field prints blank and won't stop the proposal from sending, so check your values before you send.
Is it safe to add sensitive details like a tax number? Yes. Anything you type into a field is stored encrypted, and the signed document is stored the same way as every other signed document in Ignition.
These fields also work when you send a document for signature without a proposal.
Previewing additional documents from your client's perspective
Once you have added your document to your proposal, it appears in the Presentation step on the right-hand side.
Alternatively, you can also click the Preview button at the top of the proposal editor to preview this from your client's perspective.
Your client's experience with additional documents
If additional documents are present in a proposal, your client will be prompted to sign any documents in the Sign step, after signing your terms.
Once all required document(s) have been signed, the proposal can be accepted.
If the proposal contains optional documents, the proposal can be accepted without the optional documents being signed.
Post proposal acceptance
When your client accepts the proposal, any additional documents are attached to their proposal PDF in one file and included in their proposal acceptance email.
You can view this in your client's proposal drawer by navigating to a specific client record → click into an accepted proposal → View PDF.
PDF file contents
When your client has accepted a proposal and signed additional documents, those documents are included at the end of the proposal PDF, with a Certificate of Completion page attached for proof.
This notes the Signatory, Signature, Time and IP address of the location where this was digitally signed.
