Document Dashboard & Statuses

Table of content

  1. Document dashboard

  2. Document List

  3. Document Search engine

  4. Add Document

  5. Templates

  6. Filter Options

  7. Bulk Update

  8. Settings

Section 1

1. Document Dashboard
Navigate to the ‘Document’ module from the left menu to view the list of documents created in Zomentum. Users also have the option to add a new document, browse templates, view the status of the documents and apply filters views to customize the Document dashboard.

Section 2

2. Document List  

The list consists of a list of documents and related information. The information includes the title, type, client, document ID, owner, status, last updated, opportunity, recent activity and actions.

  • Title: Name of the document

  • Type: the document can be a quote, contract, proposal, or sales assessment.

  • Client: This column has information about the client with whom the document is shared.

  • Document ID: It is a unique Identity Document number for each document, this is used for easy search options.

  • Owner: The owner who created this document.

  • Status: Status of the document refers to the current state that the document is presented in. There are 5 different states of a document (Draft, Sent, Viewed, Sign-in Progress, Won, Lost, Expired, Linked Copied, Signed)

Note: Difference between Signed & Won - it's dependent on Payments.

  1. If all signees have signed, and payment is mandatory, but no payment has been done - Signed

  2. If all signees have signed, and payment is mandatory, and payment has been done - Won 

  3. If all signees have signed, and payment is optional, but no payment is done - Won

  4. If all signees have signed, no payment required - Won

  • Last Updated At: This shows when exactly the document was updated last.

  • Opportunity: The respective opportunity for which this document is generated or sent.

  • Recent Activity: In the last activity that happened with the document, you would have information about who and when have created, edited or accepted the document.

  • Actions: Under actions, you generally have the option to preview, edit, delete the document and when you hit the “more” options you would have more option as seen in the screenshot:

  • Preview: Displaying it on the screen before sending the document to the customers.

  • Edit: Editing involves making revisions to and suggestions about the content of a document.

  • Delete: Remove or erase the document.

  • More options:

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Save as Template

Select this option if you would like to convert and save the document to a template format for future reference. 

Edit Document Details:

Option to edit the document details like title, type, owner, tax region, client, recipients and opportunity.

Clone Document

Users can duplicate the document and associate the document with another client. 

Download as PDF

The documents can be downloaded on your local devices.

Download Product List

The product added in the document can be downloaded as a CSV file to your local devices.

Update status manually

Manually update the status to a Won, Lost or Expired state. Also, you have the option to toggle on the ‘Send notification to all recipients’ to notify your clients on the status update. 

Section 3

3. Document Search engine

Use the Global Search bar to search a document by the Title or document ID.

Section 4

4. Add Document
A document can be created via the “Add Document” option.
Click here to learn more about Creating and Sending documents from Zomentum.  

Section 5

5. Templates

Click on the ‘Templates’ icon on the Document module to browse and upload templates to your Zoementum account.

Click here to learn more about Document Templates

Section 6

6. Add filter

The ‘Add Filter’ option gives users the ability to create custom filter views which can be saved for future purpose.

For example: if you want to view documents for a specific client, choose the Field Selected: Client, Condition: Is, Value: [[name of the client]] and click on ‘Apply’.

As you see on the above screenshot, click on ‘Save’ to save the filter view for future reference. If you wish to edit the title of the view or delete the view, select the view from the dropdown and click on the respective icon.

Section 7

7. Bulk Update Document Details

From the Document Dashboard, select the list of documents you would like to update or make use of the filter option to easily select a specific set of documents. Click on the ‘Bulk Update’ option to update the desired field and hit save. 

Section 8

8. Settings
The gear symbol in the top right corner is the settings icon where you can add columns or remove the existing columns in the dashboard.

  • Columns you’ve added: displays the columns you have added in the dashboard and you have the minus sign which will remove the module from the column.

    i. The title is the default module that cannot be removed from the dashboard.
    ii Use this icon to rearrange the column view in the document dashboard

  • Columns you can add: these are a list of additional columns you can add in the dashboard. Click on the plus sign to add the document detail part of your dashboard. 

Creating and Editing Documents