Setting up handify
Follow the steps below to complete the initial configuration of handify for your organization. This will ensure your product data and commercial policies are properly established within the platform.
Let's optimize handify to power your sales team's success!
1. Configure your Regions
Start by setting up your regional configuration through the settings panel:
Navigate to Team Settings > Product > Regions
Define your operational regions based on:
Geographic territories
Market segments
Distribution networks
💡 Tip: Consider your company's global presence and market structure when defining regions.
2. Add your Product Documents Type
With your workspace configured and product catalog populated, the next step is to upload all associated product documentation. Handify allows categorizing docs by specific document types to ensure efficiency and consistency.
To add document types, go to Settings > Documents > Document Types. Here you'll be able to create new types or edit existing ones.
Common document types include:
Technical Data Sheets (TDS).
Safety Data Sheets (SDS).
Certifications (Kosher, Halal, Organic, etc.).
Regulatory Filings.
Quality Documentation (COAs, QC Test Results).
Application Guidelines.
Whitepapers/Technical Articles.
Sell Sheet or brochure for the product.
Establishing clear document type definitions provides several benefits:
Accurate document organization with a structured approach. It's easy to see what documentation exists for each product and quickly locate the right file.
Controlled access and updates by aligning permission rules. Only authorized users can upload/modify documents, preventing unintended changes.
Validity tracking. Easily see which documents are current and ensure outdated files aren't accidentally shared.
Professional customer deliveries. When sharing documentation in product bundles, providing accurate and up-to-date file types enhances credibility.
Take the time to thoroughly configure your required document types. This lays the foundation for a clean, reliable and secure product content repository within handify.
3. Create Document Tags for General/Organization Content
In addition to your product-specific documentation, Handify allows you to upload, store and share general documents related to your company, certifications, marketing collateral and more. To keep these materials organized, you'll want to establish a tagging system.
From the Team Settings > Documents, go to the "Tags" section. Here you can create new tags.
Some common parent tag examples include:
Corporate/Company Info
Quality/Compliance
Sustainability/CSR
Marketing/Sales Assets
Process Documentation
Product Line/Brand Tags
Having a thoughtful tagging structure provides several benefits:
Categorizes documents logically. Users can easily browse tags to find the types of general documents they need.
Streamlines bundling. Tags make it simple to bundle the right general docs with product info.
As you establish tags, consider aligning to your overall corporate/commercial structure. This will make documents intuitive to find for different teams and functions.
4. Configure Cost Types
One of the critical functions of handify is generating accurate pricing quotes for customers. To ensure proper margin calculations, you'll need to configure your organization's costing methods or values as "Cost Types."
From the Team Settings > Quotes area, go to the "Cost Types" section. Here you can create your desired costing labels to determine what cost is been used in any particular quote.
Some Cost Types examples could be:
Standard Cost (STD). This represents a fixed, pre-determined procurement cost that allows for consistent gross margin calculations. Standard costs are periodically updated.
Landed Cost (LC). Account for additional variables beyond the purchase price, such as duties, tariffs, shipping/freight, etc. Provide a more realistic profitability picture.
Formulated Cost (FC). Build up the total cost using multiple cost components and user-defined formulas. Ideal for modeling costs across a multi-step supply chain.
Anyway, you can configure your own Cost Types to meet specific business needs and labels.
The cost type then becomes available when creating or generating customer quotes.
Having accurate, up-to-date costing is crucial for sales teams to properly mark up pricing. It also allows better monitoring of price/cost margins.
I'd recommend beginning with your most common costing methods. You can always add or modify cost types as your quoting needs evolve over time.
5. Set Up Incoterm Options
When generating quotes, clearly specifying logistics and shipping responsibilities is critical. Handify allows you to define the Incoterms that align with your company's operations and policies.
Incoterms are the globally recognized trade terms published by the International Chamber of Commerce (ICC). They outline obligations like:
Which party (seller or buyer) is responsible for paying transportation costs.
At what point the risk of loss/damage transfers from seller to buyer.
Who handles import/export clearance procedures.
Liability for insurance during shipping
From the Settings > Quotes area, go to the "Incoterms options" section. Here you can enable the specific Incoterm codes your organization uses for both domestic and international shipping scenarios.
Common Incoterm options include:
EXW (Ex Works)
FCA (Free Carrier)
CPT (Carriage Paid To)
CIP (Carriage and Insurance Paid To)
DDP (Delivered Duty Paid)
You can allow setting Incoterms at the product level, having it default from the company settings, or allowing overrides per quote.
Having Incoterms properly configured eliminates any confusion or misunderstandings over shipping logistics. It ensures quotes/orders accurately account for all costs and responsibilities.
I'd recommend initially setting up your most frequently used Incoterms. You can always enable additional options as new requirements arise.
6. Configure Units & Currencies
Managing technical products requires precise unit specifications and multi-currency support. Handify provides comprehensive configuration options for both units of measurement and currency settings to ensure accuracy across all your product data and transactions.
Units Configuration
From the Settings > Quotes> Units section, you can establish all measurement units relevant to your products. The platform supports:
Mass/Weight Units. Configure units like kilograms, pounds, metric tons, etc., to match your product specifications and customer preferences.
Volume Units. Set up liquid volume measurements such as liters, gallons, cubic meters, etc., essential for liquid products.
Bulk and Package Units. Configure how your products are measured and sold:
Bulk quantities (metric tons, cubic meters)
Standard packages (drums, IBCs, bags)
Sample sizes
Custom packaging units
Custom Units. Create specialized units unique to your industry or specific product requirements.
💡 Tip: Consider configuring both metric and imperial units if you operate in multiple regions with different measurement preferences.
Currency Configuration
Navigate to Settings > Quotes> Units to set up your monetary framework. This section allows you to:
Add Currencies. Configure all currencies your organization will use:
Having properly configured units and currencies is crucial for:
Accurate product specifications
Precise pricing calculations
Consistent technical documentation
Seamless international transactions
Clear communication with customers worldwide
7. Configure Packaging Options
The packaging setup allows you to define all the different units, containers, and vessels your organization uses to sell and ship products to customers. Having accurate packaging specified is critical for:
Proper Pricing. The packaging type determines the quantitative amount that pricing applies to (e.g. price per liter, per kilogram, etc.).
Logistics Planning. The dimensions and weights of packaging impact space/transportation requirements.
Aligning to Customer Needs Ensuring packaging formats provided match customer specifications for dispensing, storage, etc.
From the Team Settings > Quotes area, go to the "Packaging" section. Here you can add new packaging types or edit existing options.
Common packaging types include:
Bottle (e.g. 1 l, 2 gal)
Drum (e.g. 180 kg, 55 gal)
Supersack/Tote (e.g. 1,000 kg)
Truckload (e.g. 10 mt)
Pail (e.g. 10 kg, 20 kg)
Individually wrapped units
Case/Carton
You can also designate certain packaging types as samples, for handling product evaluation requests.
It's important to comprehensively build out your packaging catalog. This gives sales teams the ability to accurately quote the right packaging for each order.
8. Configure Quote Types
When generating pricing proposals for customers, you'll likely have different scenarios that require distinct quote types. Handify allows you to configure all the quote types needed to accommodate your various sales motions.
From the Settings > Quotes area, go to the "Quote Types" section. Here you can add new types or modify existing ones. Some common quote types include:
Standard Quote. A conventional quote for a potential one-time/spot buy order based on current pricing.
Contract Quote. Quotes that encapsulate negotiated, long-term pricing for supply contracts or blanket purchase agreements.
Sample Request Quote. Quotes specifically for providing pricing on small sample quantities for evaluation purposes.
Price Estimate. Informal, non-binding quotes intended to give budgetary pricing guidance rather than for immediate ordering.
Having different quote types provides structure, but also flexibility. Your team can generate on-point, accurate proposals tailored to each specific situation.
9. Configure Quote Settings
In addition to defining your quote types, there are some global settings you'll want to review and customize for how quotes are handled within handify. These settings can be found under Team Settings > Quotes > Quote Settings.
Default Currency. Specify the base currency that pricing will default to on new quotes.
Default Incoterm. If you have a primary or most common Incoterm used, you can set it here as the default for new quotes. It can still be changed per quote if needed.
Default Expiry Period Select periods to set quote validity or enter a custom number of days. The system offers several preset options:
Day of quote + 3 days
Day of quote + 7 days
Day of quote + 15 days
Day of quote + 3 weeks
Day of quote + 1 month
Custom number of days (enable checkbox to specify)
💡 Note: Users can modify each quote's validity period when creating individual quotes.
User Quote Preferences
Optional setting to enable users to set their own quotation preferences, check the box to allow users to customize quote settings.
This promotes flexibility while maintaining organizational standards
Quote ID Configuration Customize how your quote numbers are generated and displayed:
Prefix: Add an alphanumeric prefix (Example: Q-)
Numeric Starting Point: Set the beginning number for sequential quote numbering
Custom ID Example: System shows how your configuration will appear
Terms & Conditions.. Users can freely add standard/global terms & conditions content to be included on quotes, like payment terms based on each customer or specific needs.
Taking the time to review and set these global defaults will provide consistency and enforce your organization's established policies. However, options also allow per-quote overrides when exceptions are needed.
10. Organization profile
Your organization's profile settings determine how your company is presented to customers through handify. Navifate to Settings > Team > Settings. Here you can:
Provide a Company Logo
Click to upload your company logo
Preferred file types: SVG and PNG
This logo will appear on:
All shared bundles
Customer-facing documentation
Quote documents
💡 Tip: For best results, use a high-quality SVG file of your logo to ensure crisp display across all screen sizes and documents.
Company Name
Enter your organization's official name
This name will be displayed:
Throughout the platform
On all customer-facing documents
In shared bundles
On generated quotes
💡 Best Practices:
Use your official registered company name
Ensure your logo file is high quality and properly scaled
Preview how your branding appears in bundles before sharing with customers
Keep your organization profile updated to maintain professional consistency
Consider how your logo appears in both light and dark backgrounds
These organization settings form the foundation of your company's presence within handify and influence how your brand is presented to customers through all platform-generated content and communications.
11. Configure the Product Workspace
After completing onboarding and registering your organization, your first step is to review and tailor the product workspace to your team's needs. The workspace provides a centralized environment for managing all product data, specs, certifications, and other information.
As an admin, you have full control over structuring the workspace optimally for your product catalog and go-to-market requirements. Take the following actions:
a) Define Product Sections.
Navigate to Team Settings > Products > Attributes. Here you can create new sections for logically grouping different product attributes and details. The template that comes out of the box in handify for sections is the following :
Main
General
Technical Specifications or Characteristics
Numbers
Usage & Production
Certifications & Statements
Planning & Logistics
Brands
Sustainability or Green Product
Special Tags
Click "Add New Section" to create sections tailored to your needs, such as "Formulation Tips" for personal care or an "Ingredients Statement" section.
b) Configure Attributes.
Within each section, you can specify exactly what product attributes/fields to surface by adding using from the template. Customize for:
Simple Text. This will be available in filters and product page details.
Add, modify or delete freely.
Yes/No. This will be available in filters and product page details.
Add , modify or delete freely.
Single select fields. This will be available in filters and product page details.
Add, modify or delete freely.
Make sure you have your unique options entered according to your needs.
Multi-select fields. This will not be available in filters. This will be available in product page details.
Add, modify or delete freely.
Make sure you have your unique options entered according to your needs.
c) Arrange Section or Attributes Display Order.
Use section or attributes reordering to prioritize how sections show up based on typical sales workflows. Most important sections should be positioned first.
Once you've customized the overall workspace structure, you can begin onboarding products and populating the relevant attribute data.
Setting up the workspace lays the critical foundation for your team's success using handify. With an organized, intuitive product library aligned to your needs, sales teams can easily access insights, share assets, generate quotes and more.
17. Building your Product Catalog
With your customized product workspace configured, the next step is to build out your full catalog of products and materials within handify. There are two methods for getting your product data into the system:
a) Manual Product Entry
From the main navigation, go to Products > Add Product.
Enter the product name and ID (your product code).
Click Create Product, and then the window for attributes will pop up.
Navigate through each section and fill in the desired attributes.
Click Save Changes to commit the new product.
This method allows getting started quickly by entering a few initial products. However, it can be time-consuming for large catalogs.
b) Bulk Product Upload
From Products, click the "Bulk Upload" button.
Click "Download" to generate a csv file.
This template will contain columns matching your configured sections/attributes.
Open the template and enter/upload all your product data.
Delete the first row (that came as an example) after the header (the one that came with the template).
Save as csv file.
Once completed, return to Bulk Upload and Click "Click to Upload". You will see this message: "Uploader initializing. Please wait a moment..."
Wait a few seconds for the assistant window to show up.
Click "Drop files here or click to upload CSV, XLSX or XLS files accepted"
Select your csv file (for now, maximum is 100 products per file).
Once products are uploaded to the assistant, select the header row.
Map columns if needed and click Next.
Review product attributes and options to match with the workspace previously defined. For example: Beverage is not going to match with Beverages, so you can check for red cells and pick the right option for your product. A summary of invalid rows will show up, for example:
Wait a few seconds and your new list of products, with all the details and attributes, will show up in your products tab.
The bulk upload assistant streamlines getting your full product catalog into handify efficiently. Each file can contain up to 100 products and all associated attribute data.
A few tips:
Break larger catalogs into multiple CSV files of 100 products each.
Be sure to verify that Code Column has a unique value and does not repeat in your whole catalog.
Double-check formatting before uploading the csv file.
With your products loaded, they will be accessible to sales teams for searching, filtering, bundling with files, generating quotes and more. Establishing this central product library is critical for driving consistent, accurate customer engagements.
12. Add your Product Documents
Now that you've defined your document types, it's time to associate the relevant files with each product in your catalog. Having documentation accurately mapped provides sales reps with a complete view of product information for customer engagements.
There are two primary ways to upload and associate documents with products:
From the Product Details Page
From the main product list, select a product to view its details.
Click on "Add Document".
Click on "Click or drag file here"
Select the file to upload or drag it.
Select the type of document you are uploading (a dropdown list will show the type of documents configured in the previous step).
Select the issued date (optional).
Select the expiration date (optional). If no expiration date is selected, the file will show as "No Expiration".
Click "Add Document"
From the Documents Repository
Go to Documents > + Add Document
Click on "Add Document".
Click on "Click or drag file here"
Select the file to upload or drag it.
Select the type of document you are uploading (a dropdown list will show the type of documents configured in the previous step).
Search (by code or name) for and select the desired product to associate the document.
Select the issued date (optional).
Select the expiration date (optional). If no expiration date is selected, the file will show as "No Expiration".
Click "Add Document"
13. Invite team members
Now that you've configured handify to meet your organization's needs, it's time to get your team on board! Handify allows admins to easily invite and provision new users through the platform.
From the Team Settings > Team > Members, click the "Invite user" button. This will open a dialog box where you can enter the email addresses of team members to invite.
For each new user, you'll be able to specify:
Their name
Email
Which user role
An invitation will be delivered to the new user's email.
A few tips
Encourage users to update their profile with all relevant info.
Consider a team training session to ramp up on Handify.
Assign owners for keeping databases up-to-date
Once your team members accept, they'll have full access to leverage Handify's capabilities - from searching the product library to generating bundles and quotes. Their sales productivity is about to get turbo-boosted!
14. Configure User Bundle Settings
Having customized bundle settings enables users to add a personal touch when sharing product information and quotes with their customers and prospects. Users can tailor bundle messaging (introduction and signature).
To configure bundle settings, users should go to Bundles > Bundle Default Settings. Visit Bundle settings for more details.
Both the introduction and signature give users the flexibility to communicate in their voice while maintaining a professional, on-brand experience.
Once configured, users can seamlessly package and share product/company information in a tailored, consultative way - enhancing the customer experience.
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