The Documents vault: upload, send for signature, and track views

The Documents page is your vault for every file your business runs on: contracts, proposals, invoices, and anything else you want stored, sent, and tracked in one place. Upload a file, attach it to the right client or booking, send it for signature, then watch views and clicks roll in until it comes back signed.

Where to find it

Go to Operations > Documents in the sidebar, or open https://hub.kivimedia.co/?page=documents directly. The page header gives you quick access to Merge Tags and the New Document button, with your reusable templates shown in a gallery up top.

The six tabs

• All Documents: every file in the vault, searchable and filterable.
• Templates: reusable documents you send again and again.
• Sent: documents that are out with clients and waiting on action.
• Signed: documents that have come back signed.
• Drafts: work in progress that hasn't gone out yet.
• Analytics: link tracking for everything you've sent, with Views, Clicks, and Last Viewed.

Upload a document

1. Click New Document (also labeled Upload Document), then choose a file from your computer.
2. Use the Attached to setting to connect the file to the right record: general, a client, a booking, or an invoice. Attaching keeps the document visible from that record later, so a signed contract lives right on the booking it belongs to.
3. The document appears under All Documents, ready to open, send, or download.

Find any document fast

Above the document list you get a search box plus filters, so a growing vault never slows you down:

• Status: narrow to a specific status, or leave it on Any status.
• Type: filter by document type, or leave it on Any type.
• Client: show only one client's documents.
• Attached to: general, client, booking, or invoice.

Send a document for signature

1. Find the document and choose to send it.
2. In the Send Document dialog, pick the client, then write a subject and a short message to go with it.
3. Send. The document moves to the Sent tab, and once your client signs, it lands in Signed.

Track views and clicks

Open the Analytics tab for link tracking on everything you've sent: Views shows how many times the document was opened, Clicks counts link clicks, and Last Viewed tells you when the client last looked at it. Use this to time your follow-ups: a client who viewed the contract yesterday but hasn't signed is a much warmer nudge than one who never opened it.

Open, download, or delete

Each document row carries three actions: Open document to view it, Download to save a copy to your computer, and Delete to remove it from the vault.

Still stuck? Submit a ticket from this help center and we'll take it from there.