E-signature templates are pre-configured documents that can be used multiple times by one or more parties for signing. These templates makes it easier to get signatures on commonly used documents, such as NDAs, waivers, and others.
Users can reuse a template instead of creating a new document each time they need to gather signatures.
Creating, Editing, or Deleting Templates by Admin
By default, all admins can create, edit and delete templates. Admins can create new roles or modify existing roles to extend this functionality to specific Power Users too.
- Navigate to Settings -> Configuration -> User Types & Roles -> Roles
- Click on the specific role to edit.
- Enable can manage signing templates and click Save.
Creating Templates
To create a template
- Navigate to any document that supports E-signature.
- Right click on the file -> E-signature -> Create signing template.
Alternatively, the user can open the file preview, choose the E-Signature option at the top and click on Create signing template to create a new template.
- The user gets two options to choose from:
- New Signing Template – They can create a new signing template from scratch as mentioned in the steps ahead
- Create from existing template – Choose a template from the list displayed or search for a template
- Click Continue
- In case of a new signing template, the user will get to create the template from scratch. If creating from an existing template, the details will be pre-filled. The user can prepare documents like any other signature request. They can add specific signers or signer/CC or signer roles/CC roles and assign fields to the signers. The users can also pre-define an email message, add request expiration period, configure reminders, and define the destination folder for signed documents.
- Roles are assigned when signers are different each time the template is used to send the signature request.
For example, an NDA document might involve two signers: the VP, HR and an employee and employee’s manager as CC. The VP, HR is the same person each time, but the employee changes with each request and their respective manager. Hence, a signer role of Employee is added and CC role of manager is added.
- Templates have functionality of locking a particular section. Locks allow the user to control certain properties of a template. When a request is created using the template, the locked properties remain intact. For instance, if ‘Recipients and Fields’ section is locked; requestor will be unable to add new signers or fields to the document.
- To unlock the locked field, click on the lock option again.
- After adding the required details, click on Publish template.
- Enter the template details in the Publish template pop-up and click on Publish.
- Template name – a unique name for the template
- Template status – whether the template should be made active (checked by default)
- Template description – a description for senders to help identify the right template
The published templates are available in Workflows and Signatures -> Signatures -> Templates. The user will see all the templates belonging to folders that they have at least Viewer permissions for.
Editing Templates
Users with template management rights and access to a specific template can edit the template. To edit a template,
- Go to Workflows and Signatures -> Signatures -> Templates
- Hover over on a template to edit and click on the three-dots menu -> Edit .
- The user can edit the template in the same way as template creation.
Edits to a template will only affect new signature requests. In Progress requests will not be updated with the new template settings.
Deleting Templates
Templates can be deleted by a user who has template management rights and access to that template. To delete a template,
- Navigate to Workflows and Signatures -> Signatures -> Templates.
- Hover over on a template to delete and click on the three-dots menu -> Delete.
- Click on Remove.
In progress requests based on the template will not be affected by the deletion of templates.
Activate or Deactivate Templates
Templates can be activated or deactivated by a user who has template management rights and access to that template. To activate or deactivate a template,
- Navigate to Workflows and Signatures -> Signatures -> Templates.
- Hover over on the Active template to deactivate or Inactive template to activate. Click on the three dots menu and click Deactivate or Activate.
- Click on Deactivate or Activate in the confirmation pop-up.
- In progress requests based on the template won’t be affected by the activation or deactivation of templates.
- For active templates, if deactivated, users with no template management rights will not be able to see the template in their ‘Templates’ dashboard.