How To Store Partner Information & Documents (feat. Docusign)

Learn how to efficiently store, organize, and manage partner information using various storage and documentation features (e.g. Docusign) to improve workflow and reporting capabilities.

Overview

Everflow offers several methods of storing Partner information, each serving specific business needs and improving operational efficiency.

We'll go through some of the most popular ones in this article, highlight their possible use cases, and how to get started.

Key Terms

Key terms related to Partner management and organization.

➔ Labels: Customizable tags for categorizing and filtering Partners in reports.
➔ DocuSign: Electronic signature integration for legal documents.
➔ Internal Notes: Private notes for team coordination.
➔ AND/OR Logic: Rules determining how labels combine in reports.

Using Labels

Labels help you quickly organize and find Partners in your system. With labels, you can track their categories, status, and performance all in one place, making it easy to pull reports and share information with your team. Use labels to group similar partners and track important details like compliance status or campaign types.

Why Use Labels?

Cleaner Reporting: Filter reports by specific partner categories

Quick Searching: Find Partners with similar characteristics instantly

Team Organization: Group Partners by manager, vertical, or performance

Campaign Management: Organize Partners by promotional methods

Performance Tracking: Tag and monitor top performers

Compliance Management: Mark Partners by compliance status

How to Create Labels

Navigate to Partners -> Manage

Click Partner name

Select Edit

On General tab:

Type label text

Press Enter on keyboard

Add multiple labels if needed

Click Save

Alternative path: Control Center -> Segmentation Options -> Label

Label Logic for Advanced Reporting

AND Logic: More specific filtering

Example: Show data only for "Social Media" labeled Partners working with "Gaming" labeled offers

OR Logic: Broader filtering

Example: Show all Partners labeled either "Facebook" or "Instagram"

DocuSign Integration

DocuSign keeps all your Partner agreements organized and professional. You can see exactly where each document stands in the signing process, speed up onboarding, and maintain a clean record of all signed agreements. It creates a seamless experience for both you and your partners.

Location: Integrations -> E-Signature -> DocuSign

Why Use DocuSign?

Legal Compliance: Maintain properly executed agreements
Quick Processing: Speed up Partner onboarding
Organization: Keep all signed documents in one place
Status Tracking: Monitor document completion status
Audit Trail: Maintain record of all signatures
Professional Experience: Provide Partners with seamless signing process

Process and Status Tracking

Sent: Initial notification
Delivered: Partner viewed
Completed: Fully executed

Document Storage System

Keep all your Partner-related documents in one central location that your whole team can access. From agreements and rate cards to marketing guidelines and performance reports, having everything in one place saves time and helps ensure everyone has the latest versions.

Why Centralize Documents?

Compliance: Keep all legal agreements accessible
Quick Reference: Access Partner materials instantly
Team Coordination: Share documents across team members
Partner Management: Store IOs, rate cards, and guidelines
Historical Record: Maintain documentation history
Organized Operations: Keep all materials in one secure location

Document Types to Store

Partner Agreements
Rate Cards
Marketing Guidelines
Brand Assets
Performance Reports
Compliance Documents

Internal Notes

Track important details about your Partner relationships in one place. By keeping dated records of your communications, decisions, and any issues that come up, your team stays informed and aligned. Good notes help you manage relationships better and reduce risks.

Why Use Internal Notes?

Team Communication: Share Partner insights across team
Account History: Track important partner interactions
Performance Tracking: Note strategic decisions and outcomes
Compliance Tracking: Document compliance discussions
Relationship Management: Record Partner preferences and special arrangements
Risk Management: Document any concerns or issues

Internal Notes are private and not visible to your Partners.

Best Practices for Notes

Date all entries
Keep information factual
Update regularly
Include action items
Reference relevant documents
Note important communications

Partner Management

When onboarding new Partners, you can add category labels, save their signed contracts in DocuSign, and document key relationship details along with relevant files. This creates a solid foundation for each partnership.

To maintain strong relationships, you can regularly update their labels based on performance, keep communication records current, and ensure all documents stay up to date.

This system lets you run reports by Partner type (e.g. using our Partner report, as a start), compare group results, and monitor compliance across segments.

Next Steps

Already have labels setup? First, you should review your current system by checking all Partner labels, organizing files, and verifying that your contracts and notes are current.

This audit will help you identify gaps and opportunities for improvement.

Based on these findings, you can make targeted improvements by defining clear label categories, establishing a consistent file structure, and creating note standards.

You can also set up regular system checks to maintain quality over time.

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