Document Management FAQs

Document Management in KEBS is the capability within the Deal Management module that helps organizations store, organize, and share sales related documents such as proposals, contracts, NDAs, MSAs, presentations, and reference materials. It ensures every customer document is centralized and securely accessible.

To access it, navigate to CRM > Documents.

KEBS supports a wide range of document types, including:

• Proposals and quotations
• Contracts and master service agreements
• Non disclosure agreements
• Statements of work
• Presentations and pitch decks
• Case studies and reference materials
• Compliance and regulatory documents

To upload a document, navigate to CRM > Documents > Upload or open a CRM record (lead, account, opportunity, or quote) and use the Attach option in the Documents tab. KEBS supports common file formats including PDF, DOCX, XLSX, PPTX, PNG, and JPG.

Yes. KEBS supports linking documents to multiple records such as accounts, contacts, opportunities, and quotes. This is useful when one document, such as a master service agreement, applies to several opportunities under the same account.

Yes. KEBS maintains a complete version history for every document. When a new version is uploaded, the previous version is retained for reference, and users can revert if needed. This is critical for contracts and proposals that go through multiple revisions.

Yes. Administrators can create folders and subfolders to organize documents by team, customer segment, deal stage, or document type. Folder structures help users find documents quickly and maintain a consistent file organization.

KEBS supports secure document sharing through unique shareable links or directly via email from within the platform. You can set expiry dates, download permissions, and access tracking to control external visibility.

Yes. KEBS logs document views, downloads, and time spent on each page (where supported). Sales reps receive notifications, helping them follow up with customers at the right moment in the buying cycle.

Yes. KEBS supports e signature workflows for contracts, quotes, and other documents requiring customer acknowledgment. Signed documents are automatically stored in the appropriate CRM record and trigger downstream workflows such as project creation.

Yes. KEBS allows administrators to configure approval workflows for documents such as contracts and proposals. Approvers can review, comment, and approve documents directly within KEBS or through the Microsoft Teams Bot.

KEBS supports a global search that includes document names, metadata, tags, and content where applicable. Filters can also narrow results by document type, owner, date range, or linked record.

Yes. KEBS supports document tagging for easier organization and retrieval. Tags such as Legal, Pricing, Reference, or Compliance help users filter and group related documents quickly.

Yes. KEBS offers plug and play integration with Microsoft SharePoint, OneDrive, and other supported file storage systems through the Microsoft 365 integration. This allows seamless syncing of documents between systems.

Yes. Access to documents is governed by role based permissions. Administrators can decide which roles can view, edit, share, or delete documents. Sensitive documents such as contracts can be restricted to legal and finance teams only.

Documents can be archived to keep them accessible for historical reference without cluttering the active workspace. Deletion removes documents permanently and requires the appropriate permissions. Both actions are logged in the audit trail.

Yes. KEBS supports bulk upload of documents. Select multiple files from your system and upload them simultaneously into the relevant folder or record, saving significant time during data migration or campaign launches.

Yes. KEBS AI helps surface relevant documents based on context, suggests the most appropriate templates for new proposals, and identifies aging documents that may need refresh or expiry review.

Yes. KEBS is ISO 27001 certified, AICPA SOC 2 Type 2 compliant, and GDPR aligned. All documents are encrypted at rest and in transit, with strict access controls and full audit transparency ensuring confidentiality of business critical content.

Yes. Every action including upload, edit, share, download, and delete is logged in the audit trail. Navigate to Settings > Security > Audit Logs to review document activity for governance and compliance.

Getting started is simple. Request a demo through the KEBS website and our implementation team will guide you through folder structures, document templates, access permissions, integration with Microsoft 365 or SharePoint, and user training. Most organizations roll out Document Management within a few weeks with ongoing support from the KEBS team.