Document Studio
The documents you send a customer more than once: written once as a template, filled from the customer, quote, agreement or job they are about, read by somebody else first, printed on your letterhead and signed.
Getting started
These are the steps in the order somebody would do them. The same list is in the tool: press F1, or the control reading "How this works" at the top of the window.
1. Press New document, or Start from three we suggest first
A document is made from a template: sections of words with fields in them, such as the customer's name, the quote's number or the job's site. Start from three we suggest writes a covering letter, a letter of agreement and a statement of work, each filled from a customer, so the first document is four presses; write your own on the Templates screen, picking each field from the list beside it.
2. Make each document for one record
Pick a template and the customer, quote, agreement or job it is for. The fields fill from that record as it stands in its own tool, and then the words are yours to change for this one customer. Changing the template later never changes a document already made.
3. Have somebody read it first
Ask named people to review. They comment on the words themselves, and the redline shows every word added or taken out between two versions, each one to accept or reject. A new version asks everybody again.
4. Send it to be signed
Press Choose who signs, pick the customer's contacts in the order they sign and press Send. The page goes on the customer's record with its fingerprint, and a signature is recorded only against that exact page. When everybody has signed, the signed page with its evidence is kept as a version nobody can change.
The screens, and what to do first on each
Each of these opens with nothing on it on a new install. What the tool says on that screen is what this section says, because it is the same sentence.
No documents yet
A document is made from a template for one customer, quote, agreement or job, and keeps every version with who saved it and when.
First thing to do: Press New document, or Start from three we suggest while no template is in use.
Nothing open to review
Every insertion and deletion is shown to accept or reject, with the reviewers' decisions and their comments beside it.
First thing to do: Open a document on the Documents screen and its review is here.
No templates yet
A template is the words your business agreed once, in sections, with fields filled from one kind of record.
First thing to do: Press New template and pick what it is filled from.
Nothing has been sent to sign
A request is made when a document is sent for signature, and the signed page is kept with its evidence once everybody has signed.
First thing to do: Open a document and press Choose who signs.
If you get stuck
Write to support@keywaysuite.com. We answer within one business day. Keyway can send us what it knows about your installation: open the hub, go to About and press Get support. It writes one file wherever you choose and never includes your licence, a password, a customer name or a customer address.