Capture phone numbers on shared Word documents (qualify faster with AI and clear tracking)

Share a Word document behind a simple phone gate so you capture contactable leads, steer readers to answers with AI, and see exactly who engaged. This guide shows how to upload a .docx to Send, require phone before viewing, and use analytics to prioritize follow‑ups.

When this is useful

Use this setup whenever you send Word docs externally and need identity, instant answers, and reliable engagement signals.

You share proposals, SOWs, policies, or handbooks and need a phone number for fast outreach
You want self‑serve answers 24/7 so readers don’t wait on email replies
You care about who viewed, their location and device, and how long they spent
You want one link that persists as you update the doc

Step‑by‑step: capture phone numbers on shared Word docs

Before you start, install Send’s Chrome extension from send.co. It adds a blue Add to Send button on supported pages. You can also upload files directly in the Send app.

1. Add your Word doc to Send

In Send, click New Document and upload your .docx. If your doc is hosted online, use the blue "Add to Send" button from the extension.
Your document opens in Send with AI Chat alongside it so recipients can ask questions anytime.
Tip: Mention in your message that there’s AI inside for instant answers.

2. Require phone before viewing

Open Link Settings and turn on the viewer gate. Require name, email, and phone.
Optionally hide the document until the form is completed to ensure you always collect the phone number first.
If you already know the recipient, consider a personalized link with a custom slug instead of a form.

3. Add Suggested Questions to steer attention

Create prompts that drive decisions, such as: 1) What’s included? 2) Pricing and plan differences? 3) Implementation timeline? 4) Next steps after approval?
These appear at the bottom to guide readers and reduce back‑and‑forth.

Click Copy link and share by email, chat, or CRM sequence. Remind people they can ask the AI unlimited questions.
You’ll get an email notification on view, and activity will appear in your Send workspace.

5. Watch analytics and follow up with context

See provided viewer info (name, email, phone), location, device, total time viewed, and the questions they asked the AI.
For PDFs, you also get page‑level time to see which pages drew the most attention.
Use these signals to prioritize outreach and tailor your next call.

Why this is faster with Send

Plain file shares don’t require phone, don’t steer readers, and don’t show what mattered. Send brings everything together:

AI Chat for instant answers without waiting on you
Suggested Questions that pull readers to pricing, scope, and next steps
Analytics that reveal who viewed, where from, device, time on doc, and AI chat logs
A single link you can keep up‑to‑date by replacing files without changing the URL
Result: shorter cycles, stronger signals, and better‑prepared conversations.

Troubleshooting & tips

These small adjustments fix most issues and improve conversion through your gate.

Viewer can’t access the doc

Confirm the viewer gate is enabled and, if needed, the “hide until complete” option is on. Ensure phone is required.

Engagement is low

Use personalized links for known contacts. Keep the gate for unknown viewers.
Lead with why to open now. Mention AI Chat and the key questions they can get answered instantly.

Answers beyond the document

Attach an AI Profile so the AI can surface case studies or your calendar link on request while keeping the doc focused.

Sensitive content

Disable printing and downloading. Replace the file under the same link as content evolves to avoid version sprawl.

Steering attention

Add Suggested Questions around pricing, timeline, and next steps. These are common blockers and accelerate decisions.

Integrations & automation (webhooks)

Turn on webhooks for document opens or any link opens to push events into your systems. Examples:

Create or update a CRM contact with name, email, and phone
Alert the account owner in Slack when the document is opened
Enroll the viewer in a follow‑up sequence after first view
Send supports Clay, Zapier, Make, and other automation platforms so routing and alerts happen instantly.

Privacy & controls

Control access and protect sensitive content without slowing the process.

Require name, email, and phone before viewing
Optionally hide the doc until the form is completed
Disable printing and downloading when needed
Replace files under the same link to keep one authoritative URL
Use personalized links when you already know the recipient

FAQ

How does Send speed up my sales cycle?

People get answers immediately via AI and Suggested Questions, so they move faster. You show up with context on what they read and asked.

Can I specifically capture phone numbers on shared Word docs?

Yes. Turn on the viewer gate and include phone as a required field. You can hide content until completion.

Can I replace a file without changing the link?

Yes. Replace files under the same Send link to keep one URL as your source of truth.

What analytics do I get?

You see provided viewer info, location, device, total time viewed, and AI chat questions. PDFs include page‑level time.

Can I push views into my CRM?

Yes. Use webhooks for document opens or any link opens to update CRM records or trigger alerts and sequences.

Try Send today at Send.co to capture phone numbers on shared Word documents and move deals faster.

Capture phone numbers on shared Word Documents