You can communicate contract details with customers using three communication methods: Manual, ySign, and ySign Express. Each option sends a PDF version of the contract to the company. Additionally, during the communication stage, you can add internal notes and attach a copy of the Floor Plan.
This article describes the different communication options.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all these menus or services may not be available or displayed.
Table of Contents
Manually communicating a contract
From the contract window, select Communicate in the side menu.
NOTE: If you need to create a contract, see Creating a contract.
Click the Manual radio button. Kube adjusts the menu options. See the end of this section for a screen example.
Use the Notes field to add an internal note to the contract. Kube automatically saves the note.
If you are ready to send the contract to the contract assignee, select the contract template from the Template drop-down and click Email. Otherwise, go to step 5.
To view the floor plan image, click View next to the Floor Plan Image field.
NOTE: This option does not appear if a floor plan image has not been added or if there are no spaces on the contract. For more information about floor plan images, see Adding a floor plan image.
Use the plus (+) and minus (-) buttons to zoom in and out, and click and drag the image to highlight a specific portion. Click Save View to save the adjustments.
Click the select button next to the Include Floorplan Image with Contract if Kube should attach a copy of the floor plan image to the New Contract email in addition to the contract PDF.
Click Space Hold if a hold should be placed on the space for up to 14 days. This option is only available if there is a space on the contract.
TIP: The space hold can be removed by clicking Cancel Space Hold.
To upload a signed contract, click the Upload button in the Signed Document field. An upload window appears.
Drag and drop the signed contract's PDF file onto the window or click the window and manually select your file.
Once Kube completes the upload, click outside the window to return to the Communicate screen.
TIP: Next to the document name, click the download button to download a copy of the file, or the trashcan button to delete the file. To download a copy of the original contract, click Download.
In the Signed On field, select the date the contract was signed.
Click Activate. For more information about activating a contract, see Activating a contract.
Manually communicating a contract screen example
Communicating a contract using ySign
From the contract window, select Communicate in the side menu.
NOTE: If you need to create a contract, see Creating a contract.
Click the ySign radio button. Kube adjusts the menu options. See the end of this section for a screen example.
Use the Notes field to add an internal note to the contract. Kube automatically saves the note.
If you are ready to send the contract to the contract assignee, select the contract template from the Template drop-down and click Send. Otherwise, go to step 5.
If there is an additional PDF document you want to include in the New Contract ySign email sent to the contract assignee, click the Upload next to Append Document. An upload window appears.
Drag and drop the file onto the window or click the window and manually select your file.
Once Kube completes the upload, click outside the window to return to the Communicate screen.
TIP: Click the download button to download a copy of the file or the trashcan button to delete the file.
To view the floor plan image, click View next to the Floor Plan Image Field.
NOTE: This option does not appear if a floor plan image has not been added or if there are no spaces on the contract. For more information about floor plan images, see Adding a floor plan image.
Use the plus (+) and minus (-) buttons to zoom in and out, and click and drag to highlight a specific portion of the image. Click Save View to save the adjustments.
Click the select button next to the Include Floorplan Image with Contract if Kube should attach a copy of the floor plan image to the New Contract ySign email.
Next, select the individuals allowed to sign the contract and who will receive the New Contract ySign email.
The Authorized Signatories field lets you select members from the company authorized to sign the contract
The Other Signatories allows you to add a signatory who does not have a member record in Kube tied to the company.
NOTE: You can add up to two signatories in total.
Click Send.
NOTE: The next steps of the ySign signing process are not covered in this article. For more information, see Using ySign to sign a contract.
Click Activate. For more information about activating a contract, see Activating a contract.
TIP: Kube automatically holds any spaces on the contract for the same amount of time as the ySign link expiration. For more information about setting the link expiration time, see Setting default contract options.
ySign communication screen example
Communicating a contract using ySign Express
From the contract window, select Communicate in the side menu.
NOTE: If you need to create a contract, see Creating a contract.
Click the ySign Express radio button. Kube adjusts the menu options. See the end of this section for a screen example.
Use the Notes field to add an internal note to the contract. Kube automatically saves the note.
If you are ready to send the contract to the contract signatory, select the contract template from the Template drop-down and click Send. If you need to adjust the signatory, continue to step 4-a; otherwise, skip to step 5.
In the Authorized Signatories section, click the blue add button to add another member from the company as an authorized signatory. Use the trashcan button to remove an authorized signatory.
To add a signatory who is not a member of the company, click the blue add button next to the Other Signatories field. Complete the fields.
Note: You can include up to two signatories.
Optionally, adjust the number of hours before the ySign Express link expires in the Link Expiration Time in Hours field.
TIP: Kube automatically holds any spaces on the contract for the same amount of time as the link expiration. For more information, see Setting default contract options.
To view the floor plan image, click View next to the Floor Plan Image Field.
NOTE: This option does not appear if a Floor Plan image has not been added, or if there are no spaces on the contract. For more information about floor plan images, see Adding a floor plan image.
Use the plus (+) and minus (-) buttons to zoom in and out, and click and drag to highlight a specific portion of the image. Click Save View to save the adjustments.
Click the select button next to the Include Floorplan Image with Contract if Kube should attach a copy of the floor plan image to the New ySign Express Request email.
Click Send.
NOTE: The next steps of the ySign Express signing process are not covered in this article. For more information, see Using ySign express to sign an agreement.
Click Activate. For more information about activating a contract, see Activating a contract.
CAUTION: Kube may automatically activate the contract once the the signing process is complete if your organization uses this setting. For more information about the Automatically Activate ySign Express Contracts setting, see Setting default contract options.
ySign Express communication screen example
