Document Management: Email and FTP Solution

Overview

Cornerstone can map available data fields in subscriber records to fillable PDFs, allowing you to streamline contract creation and management. Filled PDFs can be emailed to customers for completion and signature, then uploaded back to Cornerstone for permanent storage.

Document Management Storage Options

Option 1: Drive Mapping (Local Storage)

Scan or save documents on your local computer and map them directly to your customer's account.

• Cost: No extra charge
• Access: Documents only available on local computer in your office
• Best For: Single-location operations with no remote access needs

Option 2: FTP Site Storage

Store documents on the FTP site and map them to your customer's account.

• Cost: $20 per month (5 GB limit) + $10 per additional 1 GB
• Access: Available from any location with FTP access
• Best For: Multi-location operations or remote access requirements

Option 3: Fillable Forms with FTP Site

Generate fillable forms directly from Cornerstone and attach to customer accounts. Email to customers for signature, then upload signed versions back to the FTP site.

• Cost: $20 per month (1 GB limit)
• Setup: Requires programming to map data fields at $150/hour
• Additional Cost: $150/hour if PDFs need to be converted to fillable format
• Best For: Dealers managing contracts and forms internally.

Setup Requirements

Programming and Form Preparation

For Option 3:

• Field Mapping: $150/hour to map data fields from Cornerstone to your PDF forms
• Form Creation: $150/hour if PDFs need to be converted to fillable format (if not already fillable)

Best Practice

Compress PDF documents - This is recommended for all options to save storage space and improve performance.

How the Fillable Form Process Works

Step 1: Generate a Contract

1. Navigate to the Contracts tab on the subscriber account
2. Click Insert
3. Fill in the contract information:
   • Choose Contract Type and Category
   • Enter Start Date and Expiration Date (or add later when signed contract is returned)
4. Click Generate
5. Click Yes to the notification
6. Choose a form from the list

Important Notes:

• Any PDF can be selected, but only forms mapped by Cornerstone will auto-populate customer data
• Do not change the name of mapped forms - this is how Cornerstone recognizes them
• You may need to click Options > "Trust this document" in Adobe before information will populate
• Make sure your PDF viewer opens in full screen to prevent the form from becoming hidden

Step 2: Complete and Save the Form

1. Review the auto-populated customer data
2. Update the form with any additional information needed
3. Save the form in your PDF viewer
4. Click OK

The populated form is saved in the FTP "Customer" folder with a title that includes the account number and generation date.

Step 3: Email the Contract to Customer

1. Highlight the contract
2. Click Print / Email
3. If applicable, select a Contract Letter (Contract Letters can be added in Inquiry/Mail > Create Letters > Type "Contract")
4. If the data is in Cornerstone, attach Zone List and/or Contact List if needed
5. If sending via email:
   • Click Email Setup
   • Verify email information and text
6. Click Print / Email

Optional attachments (Zone List, Contact List) will be included in a second PDF document.

Step 4: Upload the Signed Contract

Once the subscriber has completed, signed, and returned the form:

1. Upload the signed contract to the FTP "Import" folder
2. On the Contracts tab, double-click the form you wish to update (or highlight and click Change)
3. Click Import
4. Click Yes to the notification
5. Select the updated form
6. Verify you're replacing the correct form
7. Click Yes to confirm

WARNING: This action will overwrite the original form. Always verify you're replacing the correct document.

User Setup and Permissions

Required Permissions

Access to Contract Management requires Document List permissions for each user. Your system administrator can configure these permissions.

Setting Default Email Text

Set default text for contract emails:

1. Go to Utilities > System Defaults > Customer
2. Locate Default Contract Email Text
3. Enter your default text

This text can always be edited in the email body when sending individual contracts.

Common Use Cases

Contracts

The most common use for this feature is managing customer service agreements and contracts with automatic data population and signature collection.

City Alarm Permits

Generate and manage alarm permits with customer information pre-filled, reducing errors and processing time.

Central Station Subscriber Agreements

Create and manage subscriber agreements for central station monitoring services with all relevant customer data automatically populated.

Other Documents

Any document where you need to:

• Fill in subscriber information automatically
• Manage the document lifecycle
• Store documents with customer records

Key Benefits

• Time Savings: Customer data auto-populates in forms
• Reduced Errors: Automatic data entry eliminates manual transcription mistakes
• Professional Presentation: Consistent, well-formatted documents
• Easy Management: All contracts stored with customer accounts
• Flexible Options: Choose the storage and signing solution that fits your needs
• Audit Trail: Track contract versions and dates

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com