The In Depth Guide to eDocs

Welcome to the ultimate guide for the RepCard eDocs Engine! This manual will walk you step-by-step through setting up, sending, tracking, and managing digital documents across both the RepCard Web Portal and RepCard Mobile App.

Whether you are a company owner setting up multi-party contract templates or a field representative closing deals at a customer's front door, this guide covers everything you need to know.

Table of Contents

1. Understanding Core Concepts & System Logic

2. Phase 1: Admin Guide – Building eDoc Templates (Web Portal)

3. Phase 2: Field Representative Guide – Sending & Executing Docs (Mobile App)

4. Phase 3: The Recipient Experience (Signing Flow)

5. Phase 4: Document Tracking, Statuses, & Lifecycle Management

6. Frequently Asked Questions & Edge Cases

1. Understanding Core Concepts & System Logic

Before creating your first template, it is important to understand how RepCard links documents to contacts and permissions.

Contact Mapping Rules

RepCard categorizes all contacts into specific types. The eDocs engine enforces strict rules on which documents can be sent to which contact type:

• Sales Documents: Assigned exclusively to Leads and Customers. These are typically service agreements, door-to-door sales contracts, or single-job authorizations.

• Recruiting Documents: Assigned exclusively to Recruits. These are typically onboarding paperwork, independent contractor agreements, or W-9 forms.

💡 Key Takeaway: If a sales rep opens a Lead or Customer contact in the mobile app, they will only see templates tagged under the "Sales" category. They will not see recruiting forms.

Supported File Formats

You can upload original documents in any of the following formats:

• PDF (.pdf) (Recommended for best formatting)

• Microsoft Word (.docx)

• Image Files (.jpg, .png)

2. Phase 1: Admin Guide – Building eDoc Templates (Web Portal)

Creating templates is done from the RepCard Web Portal. Only users logged into accounts with authorized administrative or managerial access can access template creation.

Step 1: Uploading the Document

1. Log into your account at RepCard.com.

2. In the main left-hand menu, click eDocs.

3. Click the Add / Upload button.

4. Browse your computer and select your agreement file.

Step 2: Setting Document Details & Access Scope

1. Document Title: Enter a clear, descriptive name (e.g., 1-Year Lawn Care Agreement - NY Office).

2. Category Selection: Select either Sales (for Leads/Customers) or Recruiting (for Recruits).

3. Role Permissions ("Who can send this document?"): Select which internal roles in your organization are authorized to issue this agreement (e.g., Sales Reps, Team Leaders, Managers, or Owners).

   • Example: You can restrict high-level compliance agreements to Managers only, while keeping standard sales agreements open to all Sales Reps.

4. Office Assignment: If your company operates across multiple office locations or states, assign the document to specific offices (e.g., New York Office) or select All Offices.

Step 3: Configuring Signer Parties & Drag-and-Drop Fields

Click Next to open the interactive document field editor.

1. Defining Signing Parties:

   • Party 1: Defaults automatically based on your category choice (e.g., Customer/Lead for Sales docs, Recruit for Recruiting docs).

   • Adding Secondary/Tertiary Parties: Click the + (Plus) icon to add additional required signers.

   • Example: You can set Party 1 as the Customer, Party 2 as the Sales Rep, and Party 3 as the General Manager. All designated parties must complete their fields before the agreement is marked as fully executed.

2. Placing Interactive Fields:

   Select a field type from the menu toolbar and click/draw directly onto the document canvas where you want the recipient to interact:

   • Signature Field: Forces a legally binding digital signature.

   • Text Box: Allows signers to type custom text (e.g., middle names, special property instructions).

   • Date Field: Captures the timestamp of when the field was populated.

   • RepCard Dynamic Tags: Insert dynamic fields (like First Name, Last Name, Phone Number, Address) that automatically pull existing data from the contact's RepCard profile into the document.

3. Communication Channel Assignment:

   For each signer, choose how they will receive document notifications—either via Email or SMS/Text.

4. Click Save to publish the template to your live repository.

3. Phase 2: Field Representative Guide – Sending & Executing Docs (Mobile App)

Field reps can issue and complete paperwork directly on their mobile device during door-to-door visits or client meetings.

[ Open Contact Card ] ──> [ Tap "Documents" Tab ] ──> [ Tap "+" & Choose Template ] ──> [ Choose Signing Option ]
                                                                                               │
                                            ┌──────────────────────────────────────────────────┴──────────────────────────────────────────────────┐
                                            ▼                                                                                                     ▼
                              [ Option A: Sign On-Device ]                                                                          [ Option B: Send Remotely ]
                       (Pass phone to customer to sign on spot)                                                             (Delivers link via Email or Text)

Mobile Execution Steps

1. Open the RepCard Mobile App on your iOS or Android device.

2. Navigate to your contact list and select the target Lead, Customer, or Recruit.

3. Locate the Documents tab.

   📍 App Navigation Note: The Documents tab is permanently located along the top menu bar alongside Info, Notes, Attachments, and Appointments.

4. Tap the + (Add) button in the lower corner.

5. Select the required document template from your company's list.

6. The app displays a preview of the document. Tap Sign Now.

Choosing a Signing Method

When you tap Sign Now, the app displays all designated signing parties:

• Method 1: In-Person / On-Device Signing:

  If you are standing in front of the client, tap the client’s name. The interactive signing screen opens directly on your phone. Hand your device to the customer so they can review, fill in required text boxes, and sign with their finger.

• Method 2: Remote Signing:

  If the client is not present, select their profile to send the document remotely. The RepCard system automatically sends a direct link via SMS or Email based on the template setup.

4. Phase 3: The Recipient Experience (Signing Flow)

Here is what your customers or recruits see when they open a signature request link:

1. Link Delivery: The recipient receives a text message or email with a custom link reading "Click Here to Sign".

2. Mobile Browser View: Clicking the link opens a secure, browser-based viewing window optimized for smartphones, tablets, or desktop computers. No app download is required for the client.

3. Guided Field Completion: The document automatically highlights required action areas one by one (e.g., Full Name, Address Checkboxes, Initials, Signature).

4. Submission Confirmation: Once all required fields are filled, the user clicks Finish/Complete. All parties immediately receive confirmation, and the document updates inside RepCard.

5. Phase 4: Document Tracking, Statuses, & Lifecycle Management

Tracking Statuses

You can check the real-time progress of any document by opening the Documents tab inside a contact's profile, or by navigating to the global Envelopes administrative panel:

Status	Meaning & System Behavior
Pending	One or more signers have not yet completed their fields. RepCard displays exact date and time stamps for parties who have completed their section.
Signed	All assigned parties have completed their required fields. The document is fully executed and locked against further edits.
Declined	A party declined to sign or requested updated contract terms.

Using the Action Menu (...)

Next to any document listed in the app, tap the Three Dots (...) icon to access key management controls:

• Sign Now: Re-opens the live signature interface on your phone for immediate execution.

• Restart Document: Resets the signature workflow. Use this if a customer changed their mind on contract terms or previously declined a doc; it cancels old links and generates fresh ones.

• View Full Document: Opens a full-screen PDF view showing all current signatures and typed input fields.

• Delete: Permanently cancels and removes the document from the contact profile.

6. Frequently Asked Questions & Edge Cases

Where can company owners see ALL sent documents across the entire team?

Account owners and authorized admins can access the global Envelopes menu on the Web Portal. This dashboard displays every document issued company-wide, including sender info, recipient info, and real-time execution status. Standard sales reps only see documents they personally issued.

What happens if a customer closes their browser midway through signing?

No progress is lost. The customer can re-open their original text or email link at any time to resume right where they left off.

Does a document count as legally completed if only ONE party signs?

No. If a document template is configured with multiple required signing parties (e.g., Customer + Sales Rep + Manager), the status remains Pending until the final required party submits their signature.

Can I edit a template's text after it has been sent to a customer?

You cannot edit an active document in flight. If terms need to be modified, tap the ... menu next to the document in RepCard, select Delete or Restart, update your template or terms, and issue a fresh copy.