CLIENT CONTRACTS
DocuMocu
DocuMocu is currently the main contract tool we use for which sits nicely inside of our main portal tool, Kitchen.
DocuMocu Basics
This section will populate on information the basics of using DocuMocu..
Contacts & Sending Proposals
Adding a contact (first step)
A client's name and email address must be added before a contract can be assigned to them.
- Navigate to the 👥 Contacts section on the left hand side black menu
- If the client you wish to send a proposal or contract to is not present, create them by clicking the blue New Contact button in the top right.
- Ensure the following fields are filled in: Name, Email, Organisation, Job Title. Other fields can be omitted.
- Once you have completed these steps, Click Save
Note: For organisations that have 2 signers (Owner / Office Manager etc) you will need to create 2 different contacts.
Creating a new proposal from a Template
The below accordions guide you through the steps to creating a proposal in DocuMocu, which has a direct integration with our Kitchen portal.
Pt.1 - Start the process in the Kitchen portal (not DocuMocu)
Navigate to the main 'Proposals' folder inside the Team Digiful workspace within the Kitchen Portal. We start here because this folder is private, which means proposals won't be shared with clients before they are ready. This folder should not be shared with clients.
Use the normal + Create button drop down and choose 📄 Create Proposal or Contract
Add a Proposal Name and Description. You may wish to copy these into a text file as they'll be asked for again in a later step.
Leave the Sharing setting on Private.
Click the black button: Continue in DocuMocu
The below image shows this option. Please note the folder name has changed from Proposals to Client Proposals (Staging) in the Team Digiful area..
Pt.2 - Set up the new document from a template in DocuMocu
The first DocuMocu screen that displays is the 'Select Template'.
Ensure you select the appropriate template from the 'Mine' section.
After selecting the Template, the next screen that appears is 'Document Name' and 'Recipients' (signers of the document)
For the document name add in the same name you added in Pt.1.
For the document recipients add as follows:
Add Matt Scott | info email address | Role: Agency
Add in the clients name and email address for the Role: Client
If applicable add in a second client signer's name and email address for the Role: Client 2
For other empty signature boxes that remain on the screen click the 🗑 trash can icon to remove them.
After all signature boxes are filled in, you can click the blue Continue button.
Pt.3 - Complete the new document setup (Variables)
Your new document will appear in the 📄 Documents section.
Find your new document and click on the name to bring up the document for editing.
The document will appear with variable names with a yellow background that need to be completed.
In the right hand side bar menu there is a rectangular black bar ██ - click this to open up the Variables bar.
Add in the variables to the appropriate spaces. See the next section for guidance on variable names and purposes. For specific clients you will receive or be able to access the information for these variables.
💡 Tip: Use the 🔍 search function at the top of the Variable bar to find variables quickly.
Once completed on the top white bar click 'Preview' to examine the variables to ensure they are set correctly.
⚠️ Important: Double check the final Signature page to ensure:
All variable names are displayed properly
If the 'Client2' signer box appears and this isn't being used - ensure this is removed.
Your document will now be ready to send and move into the client space within the Kitchen portal
Variables used in contracts
Variables are used in our contracts so they can be multi purpose. The below image shows an example of the cover of a proposal with variables highlighted in yellow bars.
Many variables used in our documents will be added from contact details or financial details of a plan. Below looks at variables that may be less obvious.
Document variables (Document.PageTitle etc)
Many variables used in our documents will be added from contact details or financial details of a plan. Below looks at variables that may be less obvious.
██ Document.Purpose (cover page, top left) - this variable denotes the type of action being authorised. It is usually tied to the Template type (C1 / C2 / Schedule E etc)
- Example: SCHEDULE C2 AUTHORISATION
- Example: SCHEDULE E AUTHORISATION
██ Document.Title (cover page, large heading) - this sets the theme for the document, it is more client friendly language.
- Example: "Retainer Plan" (for Schedule E documents)
- Example: "Monthly Plan Upgrade" (for Schedule C2 documents)
██ Document.SubTitle (cover page, smaller heading) - this sets the theme for the document, it is more client friendly language.
- Example: "Our [year] Retainer Plan (for Schedule E documents)
- Example: "Custom client upgrade plan" or "Web & Marketing MAX plan" or "Web & Marketing Build plan" (for Schedule C2 documents)
██ Document.Version (cover page, bottom of the page) - set to V1.0 - unless the document is a revision, then it is set to V1.1 etc.
██ Document.CommenceDate (end arrangements page) - date the proposal plan will commence.
The two grey boxes at the top right of the cover page have text variables used interchangeably as discussed below.
Document.Focus1A variables
██ Document.Focus1A_Type - this variable is used interchangeably for either a focus heading or as a focus plan name.
Example of focus heading: "Plan Type" (for Schedule E Retainer documents)
Example of focus plan: "Web & Marketing Monthly Plan" (for Schedule C2 documents)
██ Document.Focus1A_Name - this variable is used interchangeably for either a focus plan name (when not used in Document.Focus1A) or focus action.
Example of focus plan name: "Retainer" (for Schedule E Retainer documents)
Example of focus action: "Upgrade" (for Schedule C2 documents)
Document.Focus2A variables
██ Document.Focus2A_Type - this variable is used interchangeably for either a focus second heading or as a focus duration.
Example of focus second heading: "Details" (for Schedule E Retainer documents)
Example of focus duration: "Ongoing" (for Schedule C2 documents)
██ Document.Focus2A_Name - this variable is used interchangeably for either a focus overview or focus plan type.
Example of focus plan name: "Overview, Key Point, Plan" or "Upgrade" (for Schedule E Retainer documents)
Example of focus action: "Custom Upgrade Plan" or "Update to MAX Plan" (for Schedule C2 documents)
As you can see from the above box example, the variables names will result in a meaningful display of the document's purpose.
Below are 2 different document types, showing how these variables would look when put together.
Schedule E example
██ Document.Focus1A_Type : "Plan Type"
██ Document.Focus1A_Name: "Retainer"
██ Document.Focus2A_Type : "Details"
██ Document.Focus2A_Name: "Overview, Key Points, Plan."
Schedule C2 example
██ Document.Focus1A_Type : "Web & Marketing Monthly Plan"
██ Document.Focus1A_Name: "Upgrade"
██ Document.Focus2A_Type : "Ongoing"
██ Document.Focus2A_Name: "Custom Upgrade Plan"
Legal version variables (Legal.DocRef-SchC version etc - no longer used)
These variables are no longer used and can be ignored.
Legal section variables (Legal.S9-Backup-Data-Exceptions etc)
These variables are used throughout the document after each relevant section to add relevant notes or exceptions. For example:
██ Legal.S9-Backup-Data-Exceptions
These variables should be set to 'N/A' - unless you have relevant information to add.
💡 The quickest way to check these variables is to use the 🔍 variable search function at the top of the Variable bar, typing "Legal.S".
Schedule plan variables (ScheduleC.1_Client, ScheduleC2.Plan etc)
These variables are used throughout the legal pages and at the end of the document.
Examples:
██ ScheduleC.1_ClientAddress - used in the legal 1.OVERVIEW section
██ ScheduleC2.Plan and ██ ScheduleC2.Plan-Details1 - used on the end 'Ongoing Arrangements' page just before the signatures.
You may receive custom values for these variables. In the future a collection of the common variables will be listed here.
👉 Plan version: Unless you are advised differently you should ensure the version number of the plan matches the latest on the Schedule E page or the Web & Marketing Monthly plans page. Variables involving 'costs' should also defer to the latest information on this page.
👉 Offer variables: Unless you are advised differently all ScheduleC2.Plan-CostOffer and ScheduleC2.Plan_Conditions variables should be set to 'N/A'.
💡 The quickest way to check these variables is to use the 🔍 variable search function at the top of the Variable bar, typing "ScheduleC" or ScheduleE" as appropriate.
○ Web & Marketing Standard (Vx.x)
██ ScheduleC2.Plan: Web & Marketing Standard (vx.x)
██ ScheduleC2.Plan-Details1: ✅ Brizy Pro (x1 domain)
██ ScheduleC2.Plan-Details2: ✅ Brizy Pro (x1 domain)
██ ScheduleC2.Plan-Details3: ✅ Robotalp Security (x1 domain)
██ ScheduleC2.Plan-Details4: ❌ Marketing Licenses
██ ScheduleC2.Plan-Details5: ❌ Marketing Licenses Priority Access
██ ScheduleC2.Plan-Details-Bonus: N/A (unless given specific information)
⊞ Web & Marketing Upgraded - Build Plan (Vx.x)
██ ScheduleC2.Plan: Web & Marketing Upgraded Build Plan (vx.x)
██ ScheduleC2.Plan-Details1: ✅ Brizy Pro (x1 domain)
██ ScheduleC2.Plan-Details2: ✅ Brizy Pro (x1 domain)
██ ScheduleC2.Plan-Details3: ✅ Robotalp Security (x1 domain)
██ ScheduleC2.Plan-Details4: ✅ Marketing Licenses: (insert marketing licenses chosen)
██ ScheduleC2.Plan-Details5: ❌ Marketing Licenses Priority Access
██ ScheduleC2.Plan-Details-Bonus: N/A (unless given specific information)
⚡ Web & Marketing Upgraded MAX Plan (Vx.x)
██ ScheduleC2.Plan: Web & Marketing Upgraded ⚡ MAX Plan (vx.x)
██ ScheduleC2.Plan-Details1: ✅ Brizy Pro (x1 domain)
██ ScheduleC2.Plan-Details2: ✅ Brizy Pro (x1 domain)
██ ScheduleC2.Plan-Details3: ✅ Robotalp Security (x1 domain)
██ ScheduleC2.Plan-Details4: ✅ Marketing Licenses: (insert all available marketing licenses chosen)
██ ScheduleC2.Plan-Details5: ✅ Marketing Licenses Priority Access (insert specified 'coming soon' licenses - none are listed insert the text 'As per availability')
██ ScheduleC2.Plan-Details-Bonus: N/A (unless given specific information)
All variables need to be triple checked on the preview screen - page by page.
Sending the proposal
Sending the proposal to the client
Once you have triple checked your proposal, click 'Send' on the top white bar
Ensure all the recipients who will sign the proposal are in the To: field.
Write a short personal message to the recipients and press send. Example message:
Hi [x] & {x2},
Please find the discussed proposal ready for your authorisation. If you have any questions don't hesitate to get in touch.
Kind Regards,
{Your Name} | Digiful
Press the Send button.
💡 Tip: After clicking the Send button you still have a window of time to check the document and correct any mistakes / missing variables. After a signature is added, the document is then 'locked for editing'.
After Sending
Moving the proposal
- You can now go back to the Kitchen Portal and locate the proposal in the Client Proposals folder.
- Click on the .... dot option menu for the document and choose 'Move'
- Move the document inside the client's portal space. The below image shows this option.
- If they have a 'Legal & Financial' folder, or the equivalent, it can be moved here.
- While moving you may receive an alert to 'Confirm Access change', you can confirm this change.
- The final check is to click on the .... dot option menu for the document and view the 'Sharing' status. If the client name/s aren't explicitly on the Share list they need to be added for access. The access level to add is 'Commenter'.
Brevo contact fields
There are planned automations to ensure a client who signs a DocuMocu client's who sign a contract will receive the correct email information from Brevo.
While we are in the process of setting up and testing these automations - after a contract has been signed by all parties - check the Brevo contact field for all contacts with the relevant email address has been updated.
⬇️ Check the below section for the current Brevo contact fields that are applicable depending on the contract template.
Brevo Automation Contact Fields
This section shows significant Brevo contact fields used for automation emails and how they align with contracts. Eventually these fields will be linked to DocuMocu and Aida Form automations.
Brevo automation contact fields
Active Fields
Legal & Financial
CLIENT_PROJECT_START_MSASOW_SIGNED_DATE
ℹ️ The date the foundational 'MSA' (Master Services Agreement) is signed.
CLIENT_PORTAL_INVITED_DATE
ℹ️ The date the client has been invited to the portal.
⚡This field triggers a workflow
CLIENT_GCL_DEADLINE
ℹ️ The date that the GoCardless direct debit bank should have been setup
CLIENT_GCL_SETUP
ℹ️ The date that the GoCardless direct debit bank mandate has been setup.
Retainer
CLIENT_RETAINER_SIGNUP_DATE
ℹ️ Schedule E signature date. If this field does not have a recent date value (within the last 4 weeks) - 👉 set the field to tomorrows date.
⚡This field triggers a workflow
CLIENT_RETAINER_ACTIVE
ℹ️ Should be set Y for active clients
CLIENT_RETAINER_REVIEW_DATE
ℹ️ Usually set up for +3 months (90 days) after CLIENT_RETAINER_SIGNUP_DATE
⚡This field triggers a workflow
Inactive Fields
A list of fields previously used, or that may be used in the future.
Previous fields
CLIENT_OB_DATE
ℹ️ The date the client is starting their onboarding.
CLIENT_OB_INITIALPAYMENT_DEADLINE
ℹ️ For one time projects, the deadline date for the deposit payment.
CLIENT_PROJECT_END
ℹ️ The date which one time projects are scheduled to complete.
CLIENT_PROJECT_MAX_DURATION
ℹ️ The latest date which one time projects should finish.
DocuMocu Intermediate (Coming Soon)
This section will be populated in the future on intermediate uses.
Coming soon.
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