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Reusable document packs
Group the material you send with every engagement, and attach it to a template.
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A document pack is a named set of the material you send alongside every engagement: your terms of business, your privacy notice, a complaints procedure, a fee schedule. Set it up once, point a template at it, and it goes out on its own from then on.
Nothing in a pack is ever signed. It is the material the recipient reads, described in Sending things to be read, not signed.
Packs are optional. Everything works without one, and a sender can still add supporting material by hand to any envelope or proposal.
Building one
- Go to Documents, then the Packs tab.
- Press New pack and give it a name you will recognise in a list, such as "New client onboarding" or "Placement pack".
- Under In this pack, add each item. Choose A document from your library for a file you have uploaded, or A link to your own site for a page you maintain yourself.
- Fill in What the client sees. This is the name on the recipient's page, so write it for them: "Our terms of business" rather than "TOB v4 final".
- Save.
The difference between a library document and a link is the same one described in Sending things to be read, not signed: we can tell you when a document we hold was opened, and we cannot see a request that goes to your own server.
Attaching it to a template
For documents you send for signature. Open the template, and on the details step choose your pack under Supporting documents. The list shows how many items each pack holds. Leave it on No supporting documents if this template does not need one.
For proposals. Open the proposal template and choose the pack in the same way.
From then on, every envelope or proposal built from that template carries the pack. That includes the envelope wizard, the Use template page, and bulk send, so a run of forty goes out with the same material on all forty rather than on the first one somebody remembered.
Editing a pack later
A pack is copied onto each envelope or proposal at the moment it is created. After that, the two have nothing to do with each other.
This is worth understanding because it is what makes the record trustworthy. When you update your privacy policy in March and change the pack, the envelopes you sent in January still show the documents you actually supplied in January. Nothing you do here reaches back and rewrites what a client was given, and that is the point: your record of what you sent somebody should not change because you edited a setting months later.
The same applies to deleting a pack. Anything already sent keeps everything it was sent with.
If you want a client to have the new version, send it to them, in the same way you would have before packs existed.
Changing what goes out on one send
A pack sets the starting point, not the final answer. Once an envelope or a proposal is being prepared, the sender can add another item or remove one for that send alone, in the composer under Other documents to include. The pack itself is untouched.
That is the usual way to handle the client who needs one extra schedule, without building a second pack for a single case.
How many packs to have
Fewer than you think. A pack per template is a set of packs nobody maintains; a pack per kind of relationship is a set somebody can keep current. Most firms need one, and the ones who need more usually need one for clients and one for the people they place or subcontract to.