Document management and customer relationship management are two tools that deliver big productivity boosts to a team’s workflow. The former makes managing the infinite docs you need to do business easier. The latter helps sales and marketing teams do their very best. With that in mind, what happens when you put the power of document management into your CRM?

In this guide, we’ll answer that question by taking a close look at how a CRM system with document management can boost your team’s productivity. While we’re at it, we’ll see how you can leverage monday.com to unlock powerful productivity boosts. But first, let’s find out what document management is all about.

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What is document management?

A document management system is a tool used to manage and store digital business documents. Think images, spreadsheets, Word documents, and PDFs — pretty much anything organized as a single unit of information. From a business perspective, these documents could be things like datasheets, invoices, or contracts, just to name a few. All in all, even the smallest of businesses need to manage hundreds, if not thousands, of documents.

On top of keeping track of all those documents, businesses also need to manage who has access to which ones. They also need to have processes in place for scanning paper documents and keeping different versions of every document that’s created for legal reasons. Needless to say, it’s a lot of work.

Businesses save considerable time and money by using document management systems to provide centralized document storage, security, access control, and versioning for auditing trails.

A good document management system is a bastion of productivity for the entire business. But this same functionality gets even better when it’s paired with other tools, such as a customer relationship management system.

Why choose a CRM with document management?

On its own, a CRM does an amazing job of managing all your customer information. It’s a powerhouse database that stores your clients’ names, addresses, phone numbers, and interactions. A great CRM also offers the ability to add notes to specific clients and deals. It’s a powerful sales and marketing tool for improving sales and enhancing the customer experience.

But while CRMs are great at handling structured information, some of the most important pieces of data sales teams handle are unstructured documents, such as product brochures, whitepapers, and datasheets. Not to mention documents close to the sale, such as invoices, order forms, statements of work, and contracts.

When you integrate document management into your CRM, your customer database becomes a centralized library for all of your sales documents. You can easily associate the appropriate documents to leads or deals. Everything you need to nurture leads and seal the deal is a click away. This means no more lag time when a client needs a quote and no more wasted time looking for contracts. All the files you need are exactly where you need them — in your CRM.

Simply put, everyone benefits from a CRM with DMS integration. It can speed up just about every interaction your team has with customers, whether it’s sales or customer service. Even project managers benefit — after all, what’s better for them than a highly effective team?

If you’re wondering what the catch is, rest assured, there isn’t one. But there are a few best practices you’ll want to keep in mind.

Best practices for document management in a CRM

When you’re looking at CRMs with document management, it’s best to keep the fundamentals in mind. Here are a few best practices to help you get down to the basics:

  • Optimize workflows: Document management is all about maximizing organization to enhance workflows. Do the same with document management in your CRM by organizing your documents in a way that makes them easy to find and access.
  • Capture documents early: As a general rule, you should store documents in your CRM as soon as possible. If you’re scanning documents from paper sources, for example, upload them directly into your CRM. Likewise, if a client emails you a contract, pull it in as soon as it hits your inbox.
  • Minimize multiple document versions: The content management system within your CMS should provide a way for multiple team members to edit the same document. Keeping edits to a single file improves collaboration and saves you editing time while maintaining a single source of truth for the whole team.
  • Apply access rights: If you want to streamline workflows, your team needs easy access to the documents required to do their work. Likewise, it doesn’t make much sense for the HR department to have access to customer quotes. Be sure to use a document management system that allows you to assign access rights to specific teams to keep things neat and tidy.

The goal of adding document management functionality to your CRM is to streamline your workflow by putting everything you need in one place. An intuitive solution like monday.com can help you do just that.

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Using monday.com as a CRM with document management

As a CRM, monday.com boosts your productivity by bringing all your sales workflows into one unified Work OS. From pipelines to product management, monday.com’s intuitive interface makes juggling leads, crossing off to-do list items, and spinning up new sales campaigns easier than you thought possible.

Better still, monday.com also serves as your team’s document management reservoir. Whether you’re onboarding a new client or using monday.com’s powerful project management features, adding the right documents to the right set of data is as simple as a click. And once they’re in a task, you can easily access them from visual task boards to quickly see all the docs your team needs at a glance.

Collaboration is a breeze, too, with monday.com’s simple document commenting features. No need to download the file, drop out of your Work OS and open an editor just to add a quick note. And with real-time updates, your teammates see your comments as soon as you add them.

Already using another CRM? No problem. With dozens of integrations, including Salesforce and HubSpot, monday.com can infuse your existing customer data with powerful document management features. With a couple of clicks, you can import customer data and start using monday.com’s powerful document management features to streamline your workflows and supercharge your sales and marketing efforts.

If you’re still thirsty for some document management insights, here are a few FAQs to whet your appetite.

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FAQs

What do document management systems manage?

Document management systems are used to save, manage, and track digital documents. These documents can originate digitally or be electronic versions of paper documents. Put simply, teams working with large numbers of docs, be it sales, marketing, or software development, can benefit from tracking files via a document management system.

Can you store documents in a CRM? 

In most cases, CRMs don’t have dedicated document managing features, though you can store documents as notes attached to clients or deals. The problem is that these documents aren’t managed in a way that allows easy access across other systems or departments. And there usually isn’t any kind of versioning applied to these documents, so every user is responsible for tracking any changes they make.

Rocking document management in your CRM

If you’re looking to simplify your sales and marketing workflows, adding document management features to your CRM is one of the best ways to streamline access to collateral, sales documents, and other pertinent files.

Considering 80% of pros have a hard time finding a document when a client is on standby, making those docs easy to find is a good idea. And when everything you need is in one easy-to-use Work OS, you turn that good idea into a brilliant one.