Documents & E-Signatures
Store, share, and sign documents with built-in version control and electronic signature workflows.
Overview
The SalesOS Documents module provides a centralized hub for managing sales collateral, contracts, proposals, and any file your team needs during the sales cycle. With built-in version control, secure external sharing, electronic signatures, and analytics, you can track every document interaction from first draft to final signature without leaving your CRM.
Documents integrate seamlessly with Deals, Accounts, Contacts, and Deal Rooms, ensuring every stakeholder has access to the right materials at the right time.
Document Library
Organization and Structure
The Document Library is your central repository. Documents can be organized using multiple hierarchies:
| Organization Method | Description |
|---|---|
| By Account | Documents linked to a specific company |
| By Deal | Documents associated with an active opportunity |
| By Folder | Custom folder structures created by your team |
| By Tag | Cross-cutting labels for flexible categorization |
| By Type | Automatic grouping by file type (contracts, proposals, decks, etc.) |
Navigating the Library
- List View — Sortable table with columns for name, type, owner, last modified, and status
- Grid View — Visual thumbnails for quick browsing
- Recent — Documents you have accessed or modified recently
- Shared with Me — Documents others have shared with you
- Favorites — Documents you have starred for quick access
Search and Filters
Full-text search indexes document names, tags, and (for supported file types) content within the files. Filter by:
- File type (PDF, DOCX, XLSX, PPTX, images)
- Owner or uploader
- Date range (created or modified)
- Associated record (account, deal, contact)
- Signature status (unsigned, pending, completed)
- Sharing status (internal only, shared externally)
Uploading Documents
Drag-and-Drop Upload
Drag files directly onto the Document Library or any record's Documents tab. A drop zone appears with a visual indicator confirming the upload target.
Supported File Types
| Category | Formats |
|---|---|
| Documents | PDF, DOCX, DOC, TXT, RTF, ODT |
| Spreadsheets | XLSX, XLS, CSV, ODS |
| Presentations | PPTX, PPT, ODP |
| Images | PNG, JPG, JPEG, GIF, SVG, WEBP |
| Archives | ZIP, RAR (for grouped deliverables) |
| Other | Any file up to the size limit |
Upload Options
When uploading, you can specify:
- Associated record — Link to an account, deal, or contact
- Folder — Place in an existing folder or create a new one
- Tags — Add one or more tags for categorization
- Description — Optional notes about the document
- Access level — Team-wide, specific users, or private
Size Limits
| Plan | Maximum File Size | Total Storage |
|---|---|---|
| Starter | 25 MB per file | 5 GB per org |
| Professional | 100 MB per file | 50 GB per org |
| Enterprise | 500 MB per file | Unlimited |
Version Control
Automatic Versioning
Every time a document is re-uploaded or edited, SalesOS automatically creates a new version. The version history preserves:
- Version number (v1, v2, v3...)
- Upload timestamp
- Who uploaded the new version
- Optional change description
- File size delta
Comparing Versions
For supported document types (PDF, DOCX), use the Compare feature to view a side-by-side or inline diff between any two versions. Changes are highlighted with additions in green and deletions in red.
Restoring Previous Versions
To revert to an earlier version:
- Open the document detail page
- Click the Version History tab
- Locate the desired version
- Click Restore This Version
Restoring creates a new version (it does not delete intermediate versions), preserving the complete history.
Version Retention
All versions are retained indefinitely. Storage usage counts each version independently toward your organization's storage quota.
Sharing Documents
Internal Sharing
Share documents with team members by:
- Direct sharing — Select specific users who can view or edit
- Team sharing — Share with an entire team or department
- Record-based access — Anyone with access to the associated deal/account can view linked documents
External Sharing
Share documents with people outside your organization (prospects, partners, customers) via secure links.
| Setting | Options |
|---|---|
| Link expiration | 1 day, 7 days, 30 days, custom, or never |
| Password protection | Optional password required to access |
| Download permission | Allow or prevent downloading |
| Access notification | Get notified when the recipient views the document |
| Watermarking | Add viewer's email as a watermark on each page |
Revoking Access
Revoke external access at any time by disabling the share link. Previously shared links immediately stop working.
Document Templates
Template Library
Create reusable templates for common document types:
- Sales proposals
- Service agreements
- Statements of work
- NDAs and legal documents
- Onboarding packets
- Order forms
Merge Fields
Templates support dynamic merge fields that auto-populate from CRM data when generating a document.
| Merge Field Category | Example Fields |
|---|---|
| Contact | {{contact.first_name}}, {{contact.email}}, {{contact.title}} |
| Account | {{account.name}}, {{account.industry}}, {{account.address}} |
| Deal | {{deal.name}}, {{deal.amount}}, {{deal.close_date}} |
| Quote | {{quote.total}}, {{quote.line_items}}, {{quote.valid_until}} |
| Organization | {{org.name}}, {{org.logo}}, {{org.address}} |
| User | {{user.name}}, {{user.email}}, {{user.phone}} |
Generating from Templates
- Select a template from the library
- Choose the associated record(s) to pull data from
- Review the generated document with populated fields
- Edit if needed, then save or send
Template Permissions
Control who can create, edit, and use templates:
- Template creators — Admins and designated template managers
- Template users — Anyone who can generate documents from templates
- Lock editing — Prevent modifications to approved templates
Electronic Signatures
Sending for Signature
To send a document for electronic signature:
- Open the document and click Send for Signature
- Add signers (from contacts or enter email addresses)
- Place signature fields, date fields, initials, and text fields on the document
- Set the signing order (sequential or parallel)
- Add an optional message to signers
- Send
Multi-Party Signing
Configure complex signing workflows:
- Sequential signing — Signers receive the document in a specified order; each signer must complete before the next is notified
- Parallel signing — All signers receive the document simultaneously and can sign in any order
- Mixed — Combine sequential and parallel steps (e.g., internal approval first, then customer signs)
Signer Experience
Recipients receive an email with a secure link to review and sign the document. The signing experience is:
- Fully browser-based (no account creation required)
- Mobile-responsive for signing on any device
- Guided with clear indicators showing where to sign, initial, or fill
- Legally compliant with audit trail and certificate of completion
Signature Status Tracking
Track every document through the signing lifecycle:
| Status | Meaning |
|---|---|
| Draft | Signature fields placed but not yet sent |
| Sent | Document delivered to signers |
| Viewed | At least one signer has opened the document |
| Partially Signed | Some but not all signers have completed |
| Completed | All parties have signed |
| Declined | A signer has declined to sign |
| Expired | The signing deadline has passed |
| Voided | The sender has cancelled the signature request |
Reminders and Deadlines
- Set automatic reminder emails (daily, every 3 days, weekly)
- Configure an expiration date after which the signing link becomes invalid
- Manually send a reminder nudge to specific signers
Integration with Deal Rooms and Proposals
Deal Room Documents
Documents added to a Deal Room are automatically visible to all room participants (internal and external). Use Deal Rooms to:
- Share RFP responses and proposals with buying committees
- Collect signed contracts in a shared space
- Present case studies and ROI calculators alongside the deal
Proposal Attachments
When creating Interactive Proposals, attach supporting documents that buyers can review inline. Attached documents inherit the proposal's sharing settings and analytics tracking.
Automatic Linking
When you send a document for signature from a deal record, the signed copy is automatically:
- Linked back to the deal
- Linked to the associated account and contact
- Visible in the deal timeline as a completed milestone
Document Analytics
Tracking Engagement
For externally shared documents, SalesOS tracks detailed engagement metrics:
| Metric | Description |
|---|---|
| Views | Total number of times the document was opened |
| Unique Viewers | Number of distinct people who viewed it |
| Total Time Spent | Cumulative viewing time across all viewers |
| Average Time per Page | How long viewers spend on each page |
| Download Count | Number of times the document was downloaded |
| Last Viewed | Timestamp of the most recent view |
Page-Level Analytics
See which pages receive the most attention. This is particularly valuable for proposals and presentations — understand which sections resonate and which are skipped.
Notifications
Receive real-time notifications when:
- A shared document is viewed for the first time
- A document is downloaded
- A signer opens a signature request
- A signature is completed
Storage Management
Monitoring Usage
View your organization's storage consumption in Settings > Documents > Storage:
- Total storage used vs. quota
- Breakdown by file type
- Largest files
- Storage by user
- Storage trend over time
Freeing Storage
- Delete documents no longer needed (moves to trash first, permanently deleted after 30 days)
- Remove old versions of documents (keep only current version)
- Archive completed deal documents to cold storage
- Compress large image files automatically on upload
Cloud Storage Integration
Supported Providers
| Provider | Features |
|---|---|
| Google Drive | Browse, link, import, sync |
| Dropbox | Browse, link, import, sync |
| OneDrive / SharePoint | Browse, link, import, sync |
| Box | Browse, link, import |
Connecting Your Account
- Go to Settings > Integrations > Cloud Storage
- Select your provider and click Connect
- Authorize SalesOS via OAuth
- Choose sync preferences (one-way or bidirectional)
Working with Cloud Files
Once connected, you can:
- Browse cloud files directly from the SalesOS document picker
- Link cloud files to CRM records without duplicating them
- Import cloud files into SalesOS for version control and analytics
- Sync keep files in both locations synchronized automatically
Sync Behavior
| Mode | Description |
|---|---|
| Link only | File remains in cloud storage; SalesOS stores a reference |
| Import | File is copied into SalesOS; no ongoing sync |
| Bidirectional sync | Changes in either location are reflected in the other |
Best Practices
- Establish a folder structure early — Define a consistent organizational scheme before your team starts uploading. A common pattern is:
[Account Name] > [Deal Name] > [Document Type]. - Use templates for repeatable documents — Every proposal, contract, or SOW that follows a standard format should be a template. This ensures brand consistency and saves time.
- Set expiration dates on external shares — Never leave shared links active indefinitely. Set appropriate expiration dates based on the document's relevance timeline.
- Leverage analytics for follow-up — When a prospect spends significant time on your pricing page or downloads your proposal, that is a buying signal. Use document analytics to time your follow-up outreach.
- Keep versions meaningful — Add change descriptions when uploading new versions so team members understand what changed without opening the file.
- Require signatures through the CRM — Always send signature requests from within SalesOS rather than external tools. This keeps the audit trail, analytics, and deal linkage intact.
- Review storage quarterly — Audit your document storage periodically. Remove outdated drafts, compress large files, and archive completed deals to maintain performance.
- Connect cloud storage for collaboration — If your team already works in Google Drive or SharePoint, use bidirectional sync rather than duplicating files manually.
- Use password protection for sensitive documents — Financial documents, legal agreements, and confidential proposals should always be password-protected when shared externally.
- Train your team on merge fields — Ensure everyone knows which merge fields are available. Incorrect or missing merge fields in templates lead to embarrassing auto-populated documents.