Try RMail PRE-Crime Services – Templates help you save time if you need to send the same document or form for signature to different recipients as part of your workflow. Templates are a very useful standardization tool, since they can be saved and reused. Templates are managed in the templates page.
There are many features that can be enabled for templates. Learn about template settings here.
.
This article covers the following topics:
- How to create templates
- How to edit templates
- How to share templates
- How to unshare templates
- How to add shared templates to your personal templates list
- How to copy templates
- How to delete templates
- How to send a signature request using a template
How to create templates
To create a template, follow these steps:
1. Click on the Templates option from the top navigation bar and press the Create template or rule button.
2. Set the template name and description.
3. Create the necessary roles by clicking on the +Role button. A role is the type of signer that will complete the template.
Note: There are three types of roles: signer, CC, or prefill. When selecting CC, additional options may become available, depending on whether the CC options setting is enabled. For each created role, you can select what is the recipient's language, if applicable.
4. Determine whether recipients should sign in sequence or not by checking the corresponding box, or leaving it unchecked. You can also define a custom sequence by assigning the corresponding number in the order column. In the example below, the first recipient, John Doe, must sign before the remaining recipients receive the signature request. Susan Smith and Peter Jackson will receive the request at the same time.
Note: When the Enable sending messages to mobile feature is enabled, a new column called Delivery Mode will be added to the Create Roles section, allowing the sender to choose whether the recipient receives the signing request via email, mobile, or both.
5. Attach the applicable files: Multiple documents may be added to a single template. You may do so by dragging and dropping the documents you wish to upload onto the whitespace under Attach files, or by clicking on the +Document button.
6. Add a message: Complete the subject and email body, or select an already created message template. Once finished, press on the Next button.
Note: You can select and add an already created signature to your message. Learn how to create message signatures here.
7. Prepare the document by dragging and dropping the fillable control fields onto the desired location.
8. Click on the Save as button and select the Templates option. Once finished, the created template will be visible in the Templates page.
How to edit templates
To edit templates, follow these steps:
1. Make sure the Allow templates editing setting is enabled.
2. Click on the Templates option from the top navigation bar and search for the template you wish to edit.
3. Click on the edit icon.
4. The template will open as it was configured, but in edit mode. Modify the template as needed and save your changes.
How to share templates
To share templates with other users within the same company, follow these steps:
1. Make sure the Allow sharing of templates and rules setting is enabled.
2. Click on the Templates option from the top navigation bar and search for the template you wish to share.
3. Click on the share icon.
A pop-up will appear for you to select from the sharing options, based on how the Allow sharing of templates and rules setting is configured.
Once the template is shared, the share icon will change to display a strikethrough share icon.
Note: The shared template will not appear in the Shared templates and rules list. This list will only show the ones other users have shared with you.
How to unshare templates
To unshare templates, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the shared template you wish to unshare.
2. Click on the strikethrough share icon and confirm you wish to unshare the selected template.
Once the template is unshared, the strikethrough share icon will change to display a share icon.
How to add shared templates to your personal templates list
To add shared templates to your personal templates list, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the shared template you wish to add to your personal list.
2. Click on the add template copy icon.
A copy of the shared template will now appear in your personal templates list.
How to copy templates
To copy templates, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the template you wish to copy.
2. Click on the copy icon.
After confirming you wish to copy the selected template, the copy will appear in the personal templates list. You can then edit the copied template as needed.
How to delete templates
To delete templates, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the template you wish to delete.
2. Click on the trash icon.
After confirming you wish to delete the selected template, it will be removed from your personal templates list.
Note: This action cannot be reversed.
How to send a signature request using a template
Once you have created a template, you can use it to send a signature request by following the instructions below:
1. Click on the Send option from the top navigation bar. You will be taken to the envelope preparation interface.
2. Click on the +Template button to select the corresponding template to be used.
Tip: Alternatively, you can select the corresponding template from the home page Template dropdown.
By doing so, you will be directed to the envelope preparation interface with the template already selected. The uploaded documents will appear in the Attach files table with the file name and document size.
Note: If the File review setting is enabled, you can select whether the recipient should sign or review the attached file.
3. Add the recipient's name and email address in the corresponding fields.
Note: You can select the recipient's language if applicable.
4. Modify the subject and email body if applicable, or select an already created message template. Once finished, press on the Next button.
Note: You can select and add an already created signature to your message. Learn how to create message signatures here.
5. Review the document and add fillable control fields if needed. When finished, press the Send button.
Note: You can review the sent envelope details in the Envelopes page.