To send a document to a client, supplier, or contractor, navigate to Estimates > select the relevant Estimates > Documents and click on + Document. If the estimate has been converted to a Job, navigate to Jobs > select the relevant Job > Documents and click on + Document. You can create a blank document or use an existing template.
Under Document Setup, select the Assigned Staff from the dropdown, and the system will notify this assignee when the document has been signed/completed. Name the Document, and this description will be used to identify the document when you filter or search the global document list.
Ticking the Show Recipient name on first page and Show site address on first page will toggle these appealing on or off the front page.
To add attachments, click on the Attachments tab and then either drag and drop your file or click browse to upload files from your computer.
With attachments you can include supporting information, designs or long form terms and conditions for example.
You can choose to include an estimate with the document by clicking on the estimate tab and choosing the relevant estimate. This will then give you the option to share specifications, allowances, cost categories, and groups.
Under the Send Document tab, use the dropdown to select the client, supplier, or contractor who will receive the document. JACK automatically uses the default email saved in Contacts > Clients/Suppliers/Contractors > Details > Email. If you’d like to use a different address, select Custom Email Address and enter it manually.
You can only send to one recipient and there is no CC option in Documents but you can download the document in Signing and Document Export to manually send to additional parties.
⚠️ If you don't have the relevant contact details saved, such as an email address, you will not be able to select your assignee.
You can set an expiry date for the document by entering the number of days in the text box. You can also choose to countersign the document by selecting the tick box. When the countersign option is enabled, the assignee’s digital signature will automatically be added once the client, supplier, or contractor signs the document.
Click the ✏️ icon next to Email Content to customise the message that will be sent with the document.
You can save the document as a draft, download it as a PDF, or send it directly from JACK to your assigned contact by clicking on Send Document > Send for Signing.
💡If multiple contacts need to view the document, you can copy and share the sending link. However, only one person will be able to sign it.
To view all documents, navigate to Documents and use the filter to search the recipient or select the status to view all signed documents, etc. Once a document is sent, the status will change from draft to sent.
ℹ️Request for quotes cannot be displayed in Documents. To view RFQs, navigate to Estimates > select the relevant estimate > Request for Quotes. For further information on RFQs, see this article.
Should you for any reason need to withdraw the document you can do this by clicking on Documents > Send Document and you will see a withdraw option. Click this and the ability to digitally sign this document is now withdrawn so you can replace this with an updated copy.
