Solution:

This solution’s objective is to attach a sign document in the purchase orders by default.

Required documentation:

Request a signature.

Initial requirements:

• Having an active “Custom” subscription so you have access to “Studio”.

• Having both “Sign” and “Purchase” apps downloaded .

• Having a request for quotation or a purchase with terms and conditions written (you can find the terms and conditions section all the way down in the request for quotation).

• Activate the developer mode entering the app “Setting” > Scrolling to the section “Developer tools” > clicking on “Activate developer mode”.

Step 1: Creating a Sign template with the file we need our vendors to sign.

Inside the “Sign” app and click on “Templates” > “Upload PDF”

Step 2: Edit the template so it can be signed.

After uploading the needed file, you just need to “drag and drop” the elements appearing on the left side of the screen wherever we want them to appear on the file. Remember to save the template once you are done.

Step 3: Copy the template link.

Once the template to sign has been created, you need to go back to “Templates”. Then, click on the “Share” button from the file you want to attach to your purchase orders.

Once you have done that, copy the link that is going to appear in your database.

Step 4: Pasting the link in the terms and conditions field.

It is essential to have a “Custom” active subscription for this step. If you do not have one, you will not be able to replicate it or, by doing so, your subscription type will immediately change.

For this step, you must enter the “Purchase” app and click on any request for quotation or sale order.  

Then, you must enter “Studio” by clicking on the tools symbol on the upper right corner. 

Scroll down until you reach the “terms and conditions” field. Just click on the space where the text should be. By doing so, a menu will display on the left side of the screen. Finally, just scroll down until you see the “Default value” field and paste the link to the sign document you just copied. This will paste the link as the default terms and conditions value for all of your requests for quotation and purchase orders.

Note: the “Default value” field where you just pasted the link is an html. In the next tip, I am going to show you a way you can turn the link into a button and also set it as the default value. However, if you are good at coding, you can reach the same result by just defining the input yourself. 

Pro tip:

In order to make the link look better, like a button for example, follow the next steps:

Step 4.1: Creating an email template.

You need to enter the “Settings” app > Scroll down to the “Companies” section > Click “Review All Templates” at the “Email Templates” part.

Then, click on “New” in the upper left corner.

Step 4.2: Set up the template.

You must choose a name for the template and select one of the options from the “Applies to” section. The reason for this settings is just to avoid an error, neither the template name, nor the “Applies to” option are relevant. However, it is recommended to select something not related to your usual work flow.

Step 4.3: Set up what you want to be sent on your request for quotations or purchase orders.

In the “Body” section, you are going to write whatever you want to be added on your RFQs or purchase orders. The most important part of this is to link the sign document you created in any way you like the most. In this case, I am going to do so with a button (created by using the command /button) which will contain the sign document link. 

Step 4.4: Copy the html code from what you set up in the previous step.

Select what you just wrote and click on the three vertical dots to expand the menu, which appears automatically when we select the text. As you can see, there is no need to select everything you wrote accurately. 

Then, click the “</>” symbol, which will deploy the html code (notice the “Developer mode” must be activated in order to do this step correctly). 

Finally, just copy your html code completely. 

Important note: If your html code does not display like the following picture, just close the html code view by clicking on the purple “</>” button and redo from the previous screenshot. The html code should display as shown below already.

Step 5: Define the html code as the default value for your RFQs and Purchase orders’ terms and conditions.

Get in the “Purchase” app and enter any request for quotation or purchase with something written on its terms and conditions. Then, open “Studio” by clicking on the tools symbol on the upper right side of your screen. 

After that, click on the terms and conditions text, which will deploy a menu on the left side of the screen. There, you must paste the html code on the “Default value” field. Then, just click on “Close” on the upper right corner of the screen.

Step 6: Corroborate the changes.

Create a new request for quotation, in which the changes made must already appear.

Step 7: Change the sign document to a slightly different version for particular cases only.

If, for example, you have contact with global freelancers, you may need to share your terms and conditions in a different language version when convenient. To just edit the file in particular cases, click on your button, or wherever you registered the link to the sign document, which is going to deploy a menu with the “Edit” option. 

Then, another menu will display. Just delete and replace the current link with the one from the version you want to share according to the specific case.

Flow execution.

The way this would look in a realistic case would be the following:

1: Create a request for quotation or purchase order to the freelancer where you add the service they will provide and its specifications. Then click on “Send”. If you want to send the purchase order, you must confirm the request for quotation first and then click on the “Send PO” button that is going to display.

2: The freelancer is going to receive something like this, where they will be able to find the added button at the bottom, which will redirect them to the sign document.

3: When they click on it, they are going to see the linked document and, at the very moment they sign it, you are going to receive a copy of the signed document automatically.