PDF Document Builder

This article describes the PDF Document Building functionality in the CRM and includes the following topics:

• Overview
• Purchase a Document Build
• When to Use the PDF Document Builder
• Enabling the PDF Document Editor for a Centrex Account
• Creating a PDF Document Template
• Saving Your PDF Document
• Creating a new PDF
• Adding tags
• Adding signatures

Overview

The PDF Document is one of two formats of document templates in the CRM, the other one being the HTML Document. The PDF Document Template builder allows a user to upload any existing PDF they have to instantly add it into the CRM as a blank document template where they can simply drag and drop tags where needed.

Purchase a Document Build

Building documents into the CRM can be resource intensive, so you may decide that you wish to purchase a document build request. If so, please submit the document file you wish to be built to our sales team at sales@centrexsoftware.com for pricing. (Note: If you are a Centrex client, please contact sales@centrexsoftware.com)

Additionally, you should only be sending the final version of the document, not one in progress. If you are still building out your document on your side or having it reviewed for revision, we will not start building it into Centrex as it will require us to start over with each new version. If a revision is submitted, you must be willing and able to tell us exactly what differences were made.

**Please note that when we build a document template, we are not designing the document, we are merely replicating what has been submitted to us. We do not make any format/spelling/design changes to deviate from the submitted file without specifically a written/documented request; These are the responsibilities of the requester.

IMPORTANT: It is the responsibility of the requester to thoroughly review and test their built document template after notice of completion is received.

When to Use the PDF Document Builder

Times to use the PDF Document Builder:

1. The source document to be built is already a PDF (this is required)
2. The source document is required to look exactly the same once built into the CRM.
3. The document has adequate blank spaces so tags can freely populate without fear of text overlap.
4. The document requires more than two different signers (for example, if the document needs a signature from a client, a co-client, and the "assigned-to" user)

Times NOT to use the PDF Document Builder (or you may need to revise your source document beforehand):

1. The source document is not a PDF (again, this is required)
2. The source document does not have adequate blank space for data to populate with tags. 
3. The source document is already pre-populated with client data or placeholder text. You need to use a blank version with said adequate blank spaces as referenced above.

Additionally, the PDF used should be the final version of the document, not one currently in progress. If the document is still being built out or is being reviewed for revision, we do not recommend building it yet as the build would need to be started over with each new PDF file.

Enabling the PDF Document Editor for a Centrex Account

The PDF Document Editor is not always already enabled for a Centrex CRM. If it needs to be enabled for you, please have an authorized contact reach out to the Centrex Support team to make the request.

Creating a PDF Document Template

To create a new PDF Document Template from scratch, from the Docs Tab, select “Create A New PDF Document” from the Navigation Bar.

On the new Document Creator page, under “PDF Upload,” click the "Choose File" button to browse your computer for the PDF document you want to build. Remember, a PDF document is required, and it is the responsibility of the client to send you one. After selecting the correct PDF Document, give the document a unique name in the "Document Title" field for the account. From here, select “Save Document” in the navigation bar.

Upon saving, the page will refresh automatically to show the attached document now on the right side of the page and ready to build.

NOTE: The PDF document that was uploaded cannot be edited on this right side window (it can be replaced however if needed but this can wipe any tags that have been placed).

Once the PDF is placed, now it’s time to click and drag the tags. From the initial “Signature” dropdown menu, you can select what item you’re wanting to use:

Signature: This tells ClixSign where a signature is going to be.

Initials: This tells ClixSign where a signer needs to initial

Sign Date: This goes along with the signature/initial fields. ClixSign will add the current date to these tags when the document is signed by that associated signer.

Text Input: This allows the signer to add text to the generated document (uncommon for non-Centrex accounts)

Checkbox: This allows the signer to have the option to check a checkbox when signing a document (uncommon for non-centrex accounts)

Text: This populates the document with the specified text (can use system tags)

When the correct option you’re wanting is selected, you can now click and drag the selected tile down into the document like the image below:

Some of these options may be edited after they are placed. For example, if we use the Text referenced above and below, you can double-click on the placed tile to edit the text:

In this example, if we change “Text” to “{FULLNAME}” and then click save, the document will now display the contact’s fullname on that spot (when it is generated).

We can now do the same thing for the other options as they are needed (see below for Signature and Sign Date being dragged down):

For options that allow a signer to interact with the document (Signature, Initial, Checkbox, Input Text, and Sign Date), you also have the ability to label which signer is completing said action by double-clicking on the tile and modifying the Signer number (You can also specify if the action is required or not).

After all the tiles have been placed on the document, you can now finish modifying the document’s settings located on the left side of the page.

	Category: An optional setting to specify the document’s category which can assist with filtering document templates.
	Document Type: An optional setting that sets the document type, which is useful for filtering through documents. For Centrex Pay Enrollments, this can also specify what documents are visible to the Centrex Team.
	Filetypes: This selection dictates what clients are eligible for this document template based on their file type. At least one option must be selected for this template to be usable.
	States: This adds a state qualifier. Only contacts who live in the states selected will be able to have the document template generated for them. At least one option needs to be selected for the template to be usable.
	Shared With: This is where user access is controlled. Only users selected via this option have the ability to generate this document template.
	CFDSPA Compliant: This option tells the CRM that this document template must be compliant with California’s CFDSPA rules: when generated, this document will go into a three-day escrow period where the clients can opt out even if they signed already. This is only required for Debt Settlement client agreements that are to be sent to residents of California.
	Limit Editing to Creator: This section allows for the limiting of those who can edit this document to the document creator only.
	Dynamic Tags: This optional section allows the creation of “dynamic tags.” These are placeholders whose values are determined by the user generating the document at the time of its creation.
	Signer Labels: This allows for each signer to be labeled and associated with a specific person. For example, Signer 1 can be locked in as the client and Signer 2 can be locked in as the co-applicant. This can help prevent user error in times when there are multiple signers for a document.

Saving Your PDF Document

Once all settings are complete, the document can be saved. Please note that the document template’s view auto-saves, but the left column settings must be manually saved by clicking the Save Document link in the navigation bar.

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