Step-by-Step Guide: Sending a Document in GetAccept
Interactive Guide: Click Through Each Step to Send a Document in GetAccept
Step 1: What would you like to create?
Click Create in the top-left corner of your GetAccept dashboard.
You will see four options:
Digital Sales Room (Non-signable): Create a collaborative space for sharing documents, presentations, or videos without requiring signatures.
Sales: Send sales proposals or contracts requiring signatures or approval.
HR: Use for internal HR documents such as employee agreements or policies.
Other: For documents that don't fall under sales or HR.
Step 2: Choose how to create your document
You can now choose how to create your document:
Upload a file: Drag and drop your file into the upload area or select it from your computer.
GetAccept Editor: Create your document directly using the GetAccept Editor by adding text, images, and customizable fields.
Use template: Select a pre-made GetAccept template.
Video & Link: A section of the GetAccept Editor where you can add video and link content to your document.
Google Docs: Import a Google Docs template and continue editing it within GetAccept.
Step 3: Add Recipients
To the right of the document you will see Add recipient
Click Add new recipient to add a recipient who will view, sign, or approve the document. You can:
Enter the recipient contact information
Assign roles like Signer, Approver or Viewer.
Click Save
Read more about Verification method and Signing method here
Multiple recipient with different roles and signing order
Step 4: Add Attachement
How to Add an Attachment to Your Document:
Find the "Add" Tab:
While preparing your document, you’ll see an "Add" tab in the top-right corner.
Choose the Attachment Type:
After clicking Add, you’ll have two options:
Attachment: This is for standard document attachments.
Recipient Attachment: Available only for Enterprise Plus plans, this feature allows the recipient to upload their own files.
Selecting the File:
You can either:
Select a file from your attachment library.
Upload a file directly from your device.
Add an external link as an attachment.
Title & Library Options:
Once selected, title the file or webpage.
If you want easy access to the file for future documents, check the Add to Library option.
Require Viewing (Optional):
You can make viewing the attachment mandatory by selecting the Require Viewing option. This means recipients must view the attachment before signing or approving the document.
Restrict Access (Optional):
If you want only certain recipients to have access to the attachment, you can restrict access. However, note that you cannot both restrict access and require viewing for the same attachment.
Read more about Attachment here
Step 5: Add Engagement
Navigate to the Engage Tab:
Once you’ve added all your fields and attachments, click on the Engage tab. Here, you can personalize the experience for your recipient by adding videos, auto-comments, and other engagement tools.
Engage with video:
You can add a personalized video to your document. This is great for giving a brief introduction, explaining the document, or adding a personal touch.
Record a Video:
Click Video Introduction and hit the Record button.
A red button will appear—press it to start recording.
When you finish, press the red button again. If you're unhappy with the recording, you can retake it.
If satisfied, click Use to add the video to the document.
Upload a Pre-recorded Video:
If you already have a video, you can upload it from your video library.
Under the record button, click Video Library and either select an old video or upload one from your device.
Supported file formats include MOV, AVI, and MP4 (files should not exceed 128 MB).
Use a YouTube or Vimeo Link:
You can also add a video hosted on YouTube or Vimeo by pasting the URL into the Upload New Video field.
Upload a Video via Smartphone:
If you use the GetAccept mobile app, you can record a video using your smartphone and upload it directly to the document from there.
Automated Live Chat:
You can enable an auto-comment feature that will start a conversation with the recipient when they view the document.
How to Add Auto-Comments:
Click on the Conversation Starter button in the Engage tab.
A message box will pop up, allowing you to customize the message.
You can leave the default message or create a personalized one using variables like:
{{recipient.first_name}}
{{recipient.last_name}}
{{sender.fullname}}
{{document.name}}
This automated comment will appear in the chat and encourage the recipient to ask questions or raise concerns.
Identify New Viewers:
The "Identify New Viewers" feature helps you track who is accessing the document, especially if it is opened by someone other than the original recipient.
How to Enable Identify New Viewers:
In the Engage tab, toggle on the Identify New Viewers feature.
This will prompt any new viewers (i.e., someone with a different IP address or device) to authenticate themselves by providing their name and email address.
You’ll receive this information in real-time, allowing you to track who is viewing the document and how long they spend on it.
If someone who isn’t on the recipient list views the document, they will be added as a view-only recipient.
Instant Phone Call:
With the Instant Phone Call feature, recipients can contact you immediately with a single click while they’re viewing the document.
How to Enable Instant Phone Call:
In the Engage tab, toggle on the Instant Phone Call option.
This feature works via Twilio. You can either enable it through Settings → Integrations → Connect with Twilio, or directly from the document preparation page.
Once enabled, a call button will appear in the document for the recipient to instantly call you.
Summary:
Using engagement tools in GetAccept allows you to create a more interactive and personalized experience for your recipient. These tools can help clarify the document’s contents, encourage feedback, and make communication more efficient by offering features like live chat and instant calls.
Step 6: Send the Document
Once you've added the recipients, attachments, and engagement elements, it's time to send the document. GetAccept offers several options for sending your document: via email, link, or SMS. Each method provides flexibility based on the recipient's preferences or the nature of the document.
How to Send the Document via Email
Prepare for Sending:
After adding recipients and engaging content, click on the Sending tab at the top right corner.
Edit the email message and subject line to provide context or instructions (optional).
Send the Document:
Click Prepare for Sending.
If you need to sign the document as well, the button will read Sign and Send.
Once clicked, the document will be sent to the recipient via email.
How to Send the Document by Sharing a Link
If you prefer not to send the document via email, you can share it by sending a unique link to each recipient. This is particularly useful for non-signable presentations or if you'd like to distribute the document manually.
Prepare for Sending:
Click Prepare for Sending.
Click on Share Document Link.
Copy the Link:
Copy the unique URL generated for each recipient and manually paste it into a separate email or messaging service.
If you are sending a non-signable presentation, you have the option to copy a Universal Link to share the document with multiple individuals.
Note:
Personal links should only be shared with the specific recipient.
Automatic reminders will not be sent when using this method, as the system doesn't track the send date or link usage. Any reminders will need to be sent manually.
How to Send the Document via SMS
You can also send the document by SMS, allowing recipients to access the document directly from their mobile device. This option is available for both initial sending and as a follow-up method.
Add the Recipient's Mobile Number:
Ensure the recipient’s mobile phone number is entered in the mobile phone field when you add or edit the contact.
Toggle the SMS Option:
While preparing the document for sending, toggle on the option Also Send Document Link by SMS.
Send the Document via SMS:
After clicking Prepare for Sending, you'll see delivery options. Make sure Also send document link by SMS is toggled ON.
How to Send the Document via SMS After It’s Already Sent:
If you’ve already sent the document, you can still send it via SMS:
Go to the Document page.
Click on the recipient's action menu (the three dots).
Select Contact Recipients and then Send SMS.
If the mobile number isn’t entered yet, input it, and customize the message (making sure to keep the {{document.url}} snippet for the link).
Click Send.
Important Notes on Sending Documents via SMS:
You can send documents via SMS either during the initial send or afterward if you need to resend it.
SMS reminders can also be sent if needed. You can access this option under Contact Recipients.
Make sure the SMS option is enabled in your entity’s security settings, which can only be done by an Admin.
For detailed insights on tracking document activity and interacting with recipients after sending, check out our article on Managing Sent Documents: Engagement & Analytics.