Introduction to the Proposify editor

Welcome to the heart of Proposify—our intuitive document editor! Think of the editor as your creative workspace where ideas transform into professional, winning documents. Whether you're crafting your first document or you're a seasoned pro looking to explore new features, this overview will help you navigate the editor with confidence.

The Proposify Editor is designed around a simple philosophy: powerful functionality shouldn't require a steep learning curve. Every tool and feature is strategically placed to support your natural workflow, from initial content creation to final document delivery.

How the Editor is Organized

The editor interface consists of three main areas that work together seamlessly:

• Left Sidebar: Document Structure Your command center for organizing document flow and managing sections.
• Main Canvas: Content Creation The central workspace where your document comes to life with text, images, pricing, and interactive elements.
• Right Sidebar: Document Settings & Properties Your toolkit for assigning contacts, configuring document behavior, and fine-tuning presentation details.

Let's explore each area and discover how they work together to create exceptional documents.

Left Sidebar: Managing Your Document Structure

The left sidebar is all about organization and flow. This is where you'll spend time thinking about how your document tells its story and guides readers through your offering.

Section Management Sections are the building blocks of your document—think of them as chapters in your business story. Here you can:

• Add New Sections: Build your document structure by adding sections for different topics (introduction, services, pricing, next steps)
• Reorder Sections: Drag and drop sections to optimize your document flow
• Rename Sections: Give each section a descriptive name that makes sense for your business
• Delete Sections: Remove sections that don't fit your current document needs

Each section can contain multiple content blocks, giving you maximum flexibility in how you present information. The key is creating a logical flow that guides your reader from problem to solution to next steps.

For detailed guidance on working with sections, check out our comprehensive guide: Adding and Managing Sections

Main Canvas: Where Content Comes Alive

The main canvas is your creative playground—this is where you'll spend most of your time adding, editing, and perfecting your content. The beauty of the Proposify editor is that it feels familiar while offering powerful features that traditional word processors can't match.

Content Block Variety Every piece of content in your document lives within a content block. This modular approach means you can easily rearrange, duplicate, or modify individual elements without affecting the rest of your document:

• Text Blocks: From simple paragraphs to complex formatted content
• Pricing Tables: Professional, customizable pricing presentations
• Images and Media: Visual elements that enhance your story
• Video Content: Embedded videos that engage prospects
• Interactive Elements: Signature fields, forms, and more

Formatting Made Simple The top toolbar gives you instant access to text formatting options that work just like your favorite word processor, but with additional features designed specifically for business documents.

Dive deeper into content creation with our detailed guides: Adding and Managing Media in Documents and Working with Text Formatting and Styles

Right Sidebar: Document Settings and Intelligence

The right sidebar is where your document transforms from static content into a smart, trackable business tool. This is where you configure who receives your document, how it behaves, and how it integrates with your business systems.

Essential Document Settings

Account and Contact Assignment Every document needs a destination! Here you'll specify:

• Account: The company or organization you're sending to
• Primary Contact: The main recipient who will receive and interact with your document
• Additional Stakeholders: Other people who might be involved in the decision-making process

Document Presentation Make your document look exactly how you envision:

• Page Margins: Adjust spacing for optimal readability
• Background Colors: Set the stage with professional color schemes
• Overall Document Style: Ensure consistency with your brand

Smart Integrations Connect your document to CRM integrations.

Learn more about these powerful features in our guides: Document Style Options and Linking Integrations

Top Toolbar: Your Command Center

The top toolbar puts the most frequently used tools right at your fingertips. This is where you'll find the essentials that keep your workflow smooth and efficient.

Document Management

• Rename Documents: Keep your document library organized with descriptive names
• Undo/Redo: Work with confidence knowing you can easily reverse changes
• Manual Totals: Override calculated totals when you need custom pricing control

Collaboration and Sharing

• Invite Collaborators: Bring team members into the editing process
• Share with Recipients: Send your completed document to prospects and clients
• Preview Mode: See exactly how your document will appear to recipients

For comprehensive coverage of these features, explore: Using the Preview Mode and Keyboard Shortcuts and Hotkeys

Working with Variables: Smart Content That Updates Automatically

One of the most powerful features you'll encounter throughout the editor is the variable system. Variables are placeholders that automatically pull information from your account settings, contact records, and document properties.

For example, when you type [contact_first_name] in your document, it automatically displays your contact's actual first name when the document is generated. This means you can create personalized documents at scale without manually editing each one.

Variables work seamlessly across all content blocks and can include:

• Contact and company information
• Document details (dates, totals, etc.)
• Custom fields you've created (coming soon)
• Dynamic pricing calculations (coming soon)

Auto-Save: Work with Peace of Mind

Every change you make in the editor is automatically saved, so you never have to worry about losing your work. You'll see a subtle "Saved" indicator that lets you know your progress is secure. This means you can experiment freely, knowing that your work is always protected.

For more details about how auto-save works and manual save options, see: Saving and Auto-Save Functionality

Pro Tips for Editor Success

Start with Structure: Before diving into content creation, spend a few minutes planning your section structure. A well-organized document flows naturally and feels more professional.

Use Preview Early and Often: The Preview button in the top toolbar shows you exactly how your document will appear to recipients. Use this feature regularly to ensure your document looks polished.

Leverage Templates: If you find yourself creating similar documents repeatedly, save time by creating a template. Templates preserve your formatting, structure, and content, allowing you to quickly generate new documents.

Think Mobile: Many of your recipients will view documents on mobile devices. The preview mode includes mobile views to help you ensure your document looks great on all screen sizes.

Getting Comfortable with the Interface

The best way to learn the editor is to dive in and start experimenting. Create a test document, add different types of content blocks, and explore the various formatting options.

As you become more comfortable with the basic functions, you'll naturally discover advanced features that can enhance your documents even further. The editor is designed to grow with you—start simple and add complexity as your needs evolve.

Ready to Create? Now that you understand the editor's layout and core functions, you're ready to start building professional documents that win business. Remember, every expert was once a beginner, and the Proposify editor is designed to make that learning curve as smooth as possible.

Need More Help? Each section of this overview links to detailed guides that dive deeper into specific features. Our support team is also available through the in-app chat if you need personalized assistance with any aspect of the editor.

Happy document creating! Your next winning document is just a few clicks away.