How to Use SignNow’s Advanced Features to Improve Your Marketing Team’s Document Workflows
In today’s fast-paced marketing world, speed and efficiency are crucial to success. Whether it’s a client proposal, creative brief, or contract, getting documents signed on time can significantly impact your campaign timelines. Traditional methods of document handling—printing, scanning, emailing—often lead to bottlenecks, delays, and errors, which can frustrate clients and slow down your marketing efforts.
Fortunately, signNow offers a robust suite of advanced features designed to streamline document workflows and improve team productivity. In this article, we’ll explore some of signNow’s advanced features that will help your marketing team work smarter, not harder, and keep your campaigns on track.
1. Create and Use Custom Document Fields for Personalized Workflows
Every marketing campaign is unique, and so are the documents associated with it. From proposals to contracts, each client or project often requires different terms, pricing, and deadlines. signNow’s custom fields allow you to tailor documents for each specific client, making it easy to gather relevant information and ensure everything is correct before sending.
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Use custom fields to collect client-specific data such as pricing, timelines, or deliverables. You can set up text fields, date pickers, checkboxes, and other types of custom fields to match the needs of your campaign. For example, when sending a proposal, you can include custom fields for the client’s name, project budget, or unique terms.
Custom fields ensure that each document is personalized and saves time by automatically populating the necessary data, reducing the need for manual edits.
2. Automate Document Workflows with SignNow’s Advanced Routing Options
Marketing teams often work with multiple stakeholders who need to approve or sign documents in a specific order—creative teams, legal departments, clients, etc. Traditional workflows can be inefficient and error-prone, as it’s difficult to keep track of which version has been approved by which team member.
With signNow’s advanced routing features, you can automate the approval process by setting up customized workflows that route documents to the correct people in the right order.
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Set up automated routing rules based on the type of document or project. For example, you can route contracts first to the legal team for review, then to the creative team for feedback, and finally to the client for final approval. This ensures that each person only receives documents when it’s their turn in the workflow, streamlining the process and reducing the chances of confusion.
Automated routing helps to eliminate delays caused by miscommunication and ensures that the approval process is as efficient as possible.
3. Track Document Status in Real-Time with the Dashboard
Tracking the status of each document is essential to ensuring timely approvals and avoiding bottlenecks. Without a clear overview, it can be challenging to know which documents are pending, who still needs to sign, and where the approval process stands.
signNow’s real-time tracking dashboard provides complete visibility into the status of every document in your workflow. You can easily monitor when a document was sent, when it was opened, and when it was signed.
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Use the dashboard to track all active documents in your pipeline. You can see at a glance which documents are waiting for client signatures and which ones are completed. This allows your team to take proactive steps, such as following up with clients who haven’t signed or re-sending a document if needed.
Having real-time visibility ensures you stay on top of approvals and deadlines, preventing delays and keeping your projects on track.
4. Leverage Templates for Consistent Branding and Speed
Marketing teams often send out similar documents for each campaign—whether it’s a client proposal, NDA, or service agreement. Manually creating these documents from scratch each time is time-consuming and increases the risk of errors. signNow’s templates allow you to save commonly used documents, which you can easily access and reuse with a few clicks.
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Create reusable templates for all frequently used documents, such as contracts, proposals, NDAs, and creative briefs. This ensures consistency across all your marketing materials and eliminates the need to start from scratch every time. You can even create templates with custom fields to automatically fill in client-specific information.
Using templates saves time, ensures consistent branding, and improves efficiency across your entire marketing team.
5. Add E-Payments for Streamlined Transactions
In many cases, marketing campaigns require upfront payments for services, consultations, or retainers. Traditionally, payment collection can be a separate process from document approval, causing unnecessary delays and confusion. With signNow’s e-payment integration, you can collect payments directly within the document approval process, streamlining the entire transaction.
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Enable payment collection alongside document signing. When sending a proposal or contract for client approval, you can integrate Stripe or PayPal to allow clients to submit payments securely as they sign the document. This ensures that both the signature and the payment are completed simultaneously, reducing delays and ensuring that financial transactions are handled promptly.
The ability to collect payments at the same time as obtaining signatures ensures that projects get started on time without worrying about payment processing delays.
6. Ensure Compliance with Secure Document Storage and Audit Trails
Marketing teams handle sensitive information, such as client data, contracts, and proprietary creative assets. Ensuring that these documents are securely stored and compliant with legal standards is crucial. signNow provides encrypted cloud storage and audit trails, ensuring that all documents are stored securely and that every action is tracked.
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Use signNow’s secure cloud storage to keep all signed documents in a centralized location that is accessible by your team. The platform also offers audit trails, which record every action taken on a document, from who signed it to when and where they signed it.
Audit trails provide transparency and accountability, which is particularly important for clients who require compliance or legal documentation. Secure document storage ensures that sensitive materials are protected from unauthorized access.
7. Customize Branding for Client-Friendly Experience
When sending documents for client approval, maintaining a professional appearance is essential. signNow allows you to customize branding on documents to ensure they reflect your marketing agency’s or company’s identity. Whether you want to add your logo, customize the color scheme, or include custom messaging, signNow allows you to personalize the document signing experience.
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Customize the signing page with your logo, colors, and branded elements to give clients a seamless and professional experience. This helps maintain brand consistency and ensures that clients feel confident in your professional approach.
By customizing the branding, you can provide a more polished and consistent experience for your clients.
8. Use Bulk Send for Faster Document Distribution
In some cases, marketing teams need to send the same document to multiple clients or team members for approval. signNow’s Bulk Send feature allows you to send documents to many recipients simultaneously, saving time and reducing administrative work.
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Use Bulk Send to distribute documents like client agreements, proposals, or NDA forms to multiple recipients at once. You can send the same document to different clients or departments, and signNow will track each individual’s signature.
Bulk sending eliminates the need to manually send multiple emails and follow-ups, streamlining document distribution and improving team efficiency.
Conclusion: Maximize Your Marketing Team’s Productivity with SignNow’s Advanced Features
signNow offers a wealth of advanced features designed to help marketing teams streamline workflows, improve productivity, and ensure timely document approvals. By leveraging custom fields, automated routing, real-time tracking, templates, and e-payment integration, you can transform the way your team handles documents, making the approval process faster, more secure, and more efficient.
By fully utilizing these features, your marketing team can focus on what really matters—creating exceptional campaigns and delivering outstanding results to your clients.