Blocks in Documents

Once the document is created, it can be customized using blocks. A block is an element that you can drag and drop around a document to suit various needs. There is no limit to the number of blocks that may be added to a document. Below are the different kinds of blocks you can add to the document builder:



What are the types of Blocks?

 

The image block is the overlay that signifies where an Image is going to come within your document. 

The size of the image should not exceed 25 MB and the supported formats are .jpg, .jpeg and .png.

 

Example: Your company logo, illustration, pictures of the equipment etc.

The video block signifies where you want to add a video.

 

Example: A customer testimonial, an explanatory video etc

Text block is used to add text to a document. You can edit your text for font style, font size, colour, alignment of the text, bold, italics and underline

 

Example: Any paragraph or a chunk of text that you add to your document.

The Quote block is used to add a pricing table to the document. You can use this block to add products to your pricing table, offer discounts and customize tax rates. For more details, view Quote Block.

 

Example: The pricing table of your offerings, including services offered, discounts etc.

The signature block is used to collect e-sign from the customer. You can put this block wherever in the document you would like to receive signatures.

 

Example: Signature at the end of a sales proposal.

Grid block gives you more customization options in your document. You can place your images, text, and signature blocks in the exact spot you would like with the grid block's help.

 

A grid block can contain a maximum of 2 segments.

Page Break block is used to break the page at specific points in a pdf. The page breaks, however, will not appear on your microsite. Any section or block that follows the page break will appear on the subsequent page in your document.

 

All blocks that succeed the page break will start from a new page.



Note:


Once we drag and drop the page break blocks, it creates a separate page and also gives the option to add additional pages.

Points to keep in mind:

1. You can click on the plus sign or drag another page break to create an extra page.
2. You have the option to delete an extra page, you have the trash icon beside each page.
3. We now have the option to define the page and structure, this will automatically decrease the PDF formatting errors.
4. While working on the document, the user can view the ‘Estimated page breaks.’ It will enable the user to create a document that fits into the A4 size.


 

I. Arranging Blocks

You can drag blocks to various locations in a document using the button on the top left side of a tile (block).

 

 

 

 

II. Image Block

This option allows you to add Images to a Document. Images can be added from a device, camera, or via a link by clicking the ‘Upload Image’ icon. You can also overlay text on an image by clicking the ‘Add Text’ icon.

Pro Tip 1 - You can add text over the image and make the background transparent & the Image can be formatted using the functions from the formatting toolbar.






III. Video Block

This option allows you to attach videos to your documents to create a more personalized look. Just drag and drop the video block and click on the ‘Upload Video’ icon. You can then upload the file from your device or camera or via a link.

                 

IV. Text Block

The text block lets you add word copy or tables to a document. That information can be configured using the formatting toolbar option located at the top of the page (see image below). 

 

Note: The best practice for copying text is to use Ctrl+Shift+V instead of Ctrl+V because it will remove the formatting and make it easier to format it.


Pro Tip 2 - Global Settings: These are the general settings for the whole document. Making changes in these settings will implement changes to the whole document.



Pro Tip 3 - Tables: You can edit columns and rows once the table has been created.





V. Quote Block

This option allows you to add a Quote to a document. You may add products and bundles to your Quote block, create multiple sections, and add Discounts.



VII. Signature Block

Option to electronically sign the proposals and quotes by the end client. Add the signature block and designate a Signee by clicking on the empty field.


The order of signing can also be modified as follows:

  1. Click on ’Recipients’ on the right side of the page.

  2. Click on the ’Signees’ tab.

Drag and Drop to change the order.

   Note: Signees can only access the signature field after all the preceding signees have signed the document.


The customers can reorder the contacts under the recipient's tab of the documents under ‘Contacts’ to change the order in the merge tags automatically. This reduces the burden of the customer having to manually add the merge tags again to correspond to the correct recipient when they are reordered in a document.


 Reordered to 


Once they are reordered, the contact merge tags will assign the values accordingly.


For example, in the image on the left, the contact1 is Crowley whereas Crowley will automatically be assigned to the merge tag contact3 upon reordering.




VII. Grid Block

This section allows you to add multiple rows and columns side-by-side. Grid blocks can support:

  • Text

  • Signatures

  • Images

  • Videos

 The grid block can have 2-4 columns and up to 4 rows.

To add blocks in a grid, click on the icon for the block type you wish to add.

 


VIII. Page Break

You can add page breaks in a document. 

Note: these will be visible only in the PDF version of the document and not on the Zomentum microsite.

 

IX. Saved Blocks

You can save a block in the document builder, which can be used in future documents.

  1. To save, select the block and click on the small icon on the top left corner, add a name (for the block) and click ‘Save.’


  2. To add a previously saved block to a new document, drag and drop it from the ‘Saved Blocks’ section on the page's right side.



Once you have added blocks to your document, you can populate them with appropriate data before publishing.  

 

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Document Builder - Settings Tab

 

While creating a document, you can also perform the following actions by accessing their respective icons in the right action bar.

 

        

Edit Content within the Document


Comment on the document

Assign Recipients to the document

Reorder the sequence of signees within the document.


View Recent Activities

Enabled Payments and Payment Settings

Edit Document Settings and set expiration date.

Preview the Document 

Send Document


         

Comments - You will add comments over the document to inform about any update on the same to the client or any member of the organization.

 Recipients: You and your clients can approve documents by signing them electronically.

 

Activity - You will be able to see all the document activities such as sending, editing, viewing, etc. We will also show the IP address of the end client when they are viewing the document.

 

Payments - You will be able to choose a method of payment with multiple options.

 

Settings - You will be able to Manage your document settings with this feature.

General Settings:


Users have an option to restrict their clients from downloading documents before signing them. If the users disable the downloading option, the clients will not be able to download the document until the setting is changed by the user or the document is approved/signed.


The users can disable the download option inside the document. Go to Settings-> Document Access and then disable the ‘Allow Download’ slider. By default, this option is enabled for all the documents.




Expiration Settings:


The expiration setting helps in giving a particular time frame for the recipients to sign a quote. There are times where a particular product can be given with a particular cost or offer within a particular time and that is when this setting can come into play.

The major use of this is to ensure that the rates are not outdated and your clients can act fast.

This is available within each document, select the Settings icon on the right > Under Manage your document settings > Expiration Settings. 




You need to toggle ON the Document Expiration and set the Expiration period. 

The expiration period is set to the number of days and as soon as you set a date you would get a generated message below giving you details of the exact day. 

For example, I set the expiration period as 30 days it would calculate 30 days plus today and give you the exact date. Please refer to the below screenshot:




We provide an option to warn the recipients 1 day prior to expiration, an email trigger would be sent. You need to select this checkbox for this.




You need to toggle ON the Document Expiration and set the Expiration period. 

The expiration period is set to the number of days and as soon as you set a date you would get a generated message below giving you details of the exact day. 

For example, I set the expiration period as 30 days it would calculate 30 days plus today and give you the exact date. Please refer to the below screenshot:




We provide an option to warn the recipients 1 day prior to expiration, an email trigger would be sent. You need to select this checkbox for this.

Auto Email Reminder:

 

Notifications:

You can perform the following actions to any completed document.

  1.     Preview 

  2.     Download

  3.     Edit

  4.     Clone

  5.     Delete 

 

Once your proposal is complete, you can attach the document, check the preview and send out an email to your client. 

 


Note: You can set an expiry date for your document, and all stakeholders will be notified, as shown above.