Overview

When a customer isn't on site to sign, send the documents, such as the final bill, with a Document Flow. The customer gets an email with a link, opens the documents, and signs them online. This article explains how to send one and what to check when a flow doesn't appear on the project.

In this article, you'll learn how to:

• Send a document flow from a project
• Fix a flow that doesn't appear in the project's Email widget
• Fix a document that shows the wrong address

Send a Document Flow

1. Open the project.
2. Go to the Email widget.
3. At the top of the widget, choose the document flow.
4. Review the email and send it to the customer.

The customer clicks the link in the email, reviews the documents, signs, and submits.

The Flow Doesn't Appear in the Email Widget

Go to Settings → Documents → Document Flows, open the flow, and check these three things:

1. Project Types: the project's type must be selected. If the field shows "+3 others," expand it to confirm the right type is in the list.
2. Default Email Template: a template must be selected. This field is required.
3. The template contains the signing link. The default email template must include the {DOCUMENT_FLOW_URL} variable, which creates the link the customer clicks. Use a regular custom email template. An invoice email template uses {URL_INVOICE} (shown as "invoice link") instead and won't work for a document flow.

To create a template for the flow:

1. Go to Settings → Communication → Email Templates and create a custom email template.
2. Add {DOCUMENT_FLOW_URL} to the body, for example after "Click here to review and sign your documents:".
3. Save, then select it as the flow's Default Email Template.

Note: The Email widget lists emails already sent below the flows. Document flows appear at the top of the widget, not in the list of sent emails.

A Document Shows the Wrong Address

Documents such as confirmation letters and estimates use the job's stops (pickup and drop-off). They don't use the project's Saved Locations.

• Saved Locations is the project's address book. Adding an address there makes it available to choose, but it doesn't change any job.
• To fix the document, open the job, update its pickup or drop-off in the stops, and save. Then send or regenerate the document.

⚠️ Important Notes

• A document flow sends documents to the customer. A workflow (automation) runs your internal steps. They're set up in different places.
• You can keep one flow and change which documents are in it, but make sure your team knows which flow to send.

FAQ

I added the document to the flow. Why can't I send it?
Check the flow's project types and default email template, and make sure the template includes {DOCUMENT_FLOW_URL}.

Will the flow appear on projects that already exist?
Yes, if the project's type is selected on the flow.

Related articles: Configure Document Flows · Send and Manage Document Flows · Troubleshoot Document Flows

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