Smart Docs is a Pipedrive CRM Feature set that centralizes the entire documentation process, streamlines and automates how sales teams create, send, manage and sign quotes, proposals and contracts.
Accessing the Feature
By default, all Users of an Account who have an active Plan to the Smart Docs Feature can use it. The Smart Docs Feature is included in subscriptions for Enterprise and Professional Plans and can be purchased as an additional Feature on Essential and Advanced Plans. Enterprise and Professional Plan Users have access up to the specified number of eSignature Requests (a signature request sent from a User whether fully executed or not) in their corresponding Plan.
Canceling a eSignature Request
There is no expiration date on sent eSignature Requests and a User may cancel an eSignature Request at any stage prior to signing. In the event that a User cancels an eSignature Request, this will still be counted towards their corresponding monthly Plan, or Tier allowance.
For Essential and Advanced Clients, admin users of Client only can purchase the Smart Docs Feature and select the tier.
eSignature Requests have to be used within a monthly billing cycle. Any unused eSignatures Requests remaining from the previous month cannot be rolled over to the new month.
If Client is on a monthly Pipedrive Plan and purchases a Feature, a prorated Fee will be applicable if Client starts the Feature on a different date than their monthly Plan.
If Client is on an annual Plan, the monthly allowance for eSignature Requests will be applicable, as included and specified in the selected tier.
Upgrading eSignature Requests
If a Client is hitting the tier/Plan limit of eSignatures Requests, the Client can either wait until the following month until its quantity of eSignature Requests resets, or upgrade to the next tier/ Plan immediately.
Clients that downgrade from an Enterprise or Professional Plan to the Advanced or Essential Plan will lose access to the Feature. Clients may resubscribe to the Feature as outlined above.
Pipedrive will closely monitor the usage of the Feature. If Pipedrive determines, in its sole discretion, that the Feature is being used for reselling or misused in any manner, Pipedrive reserves the right to suspend or terminate Clients use of the Feature.
Document Storage and Deletion
A User must have access to a Deal or contact within the Platform in order to see the documents associated with it. Client admin Users have access to all Deals, contacts and documents associated with their Account. Editable documents which are stored in a User’s connected drive (“Live Documents”) are not stored by Pipedrive. Only PDF versions of documents, which cannot be edited are stored by Pipedrive.
Pipedrive may delete an Account and Client Data, including without limitation, documents created via Smart Docs (whether complete or not), upon the expiration or termination of a Plan, or a Client Account. Signed documents processed through the Smart Docs Feature are retained in line with Pipedrive’s data retention policy as outlined at https://www.pipedrive.com/en/terms-of-service#9-2-duration -
Incomplete, or canceled documents are deleted either, three (3) months after the eSignature process is canceled by a User, or three (3) months after a Deal, contact, or document gets deleted by a User
Only admin Users of a Client can start a trial of the Smart Docs Feature. Any trial shall last no more than 14 days during which the Client can use up to 5 eSignature Requests for free, per Client. After the 14-day trial, the Client shall be required to start a Plan for additional use of the Feature.
During a trial, valid billing details are required to be entered into the billing section of Client’s Account in order to activate the eSignature functionality of the Feature.
Nothing in these Terms may be construed to make Pipedrive a party to any electronic document processed through the Pipedrive Smart Docs Feature, and Pipedrive makes no representation or warranty regarding the transactions sought to be affected by any electronic document.
The Client acknowledges that it has exclusive control over and responsibility for the content, quality, and format of any electronic document. Without limiting the foregoing, all electronic documents, together with any messages included within a signature request sent and stored via the Pipedrives Services are encrypted at rest and secure, in line with the rest of the Client Data stored in Pipedrive. .
Certain types of agreements and documents may not be subject to electronic signature laws (e.g. wills and agreements pertaining to family law), or may be subject to specific regulations by various government agencies regarding electronic signatures and electronic records. Pipedrive is not responsible, or liable to determine whether any particular electronic document (i) is subject to an exception to applicable electronic signature laws, (ii) is subject to any particular agency specific regulations, or (iii) can be legally formed by, or enforced with electronic signatures.
Pipedrive is not responsible for determining how long any contracts, documents, and other records are required to be retained or stored under any applicable laws, regulations, or legal or administrative agency processes. Further, Pipedrive is not responsible for or liable to produce any of Client’s electronic documents or other documents to any third parties.
In certain jurisdictions consumer protection or similar laws or regulations may impose special requirements with respect to electronic transactions involving one or more “consumers,” such as (among others) requirements that the consumer consent to the method of contracting and/or that the consumer be provided with a copy, or access to a copy, of a paper or other non-electronic, written record of the transaction. Pipedrive does not and is not responsible to: (i) determine whether any particular transaction involves a “consumer;” (ii) furnish or obtain any such consents or determine if any such consents have been withdrawn; (iii) provide any information or disclosures in connection with any attempt to obtain any such consents; (iv) provide legal review of, or update or correct any information or disclosures currently or previously given; (v) provide any such copies or access, except as expressly provided in the documentation for all transactions, consumer or otherwise; or (vi) comply with any such special requirements;
Client undertakes to determine whether any “consumer” is involved in any electronic document presented by any of its Users with an Authorization for processing, and, if so, to comply with all requirements imposed by law on such electronic documents or their formation.
Client agrees it is solely responsible for the accuracy and appropriateness of instructions given by it and its Users to Pipedrive in relation to the Feature, including without limitation instructions through its Account.