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 on the Templates page.
Several features can be enabled for templates. Learn more about template settings here.
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This article covers the following topics:
- How to create templates
- How to edit templates
- How to share templates
- How to unshare or update the sharing configuration for 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 Templates in the top navigation bar, click Create, and then select Create Template or Rule.
Note: When the Template creation page opens, you can choose between the Tabbed view, which guides you step by step, or the Unified view, which displays all steps together. Click the expand options button on the left of Basic Information to view the default sending options for this Template and modify if needed.
2. Set the template name and description.
3. Add the documents to your template: you can add multiple files to a single template. You may do so by dragging and dropping the documents you wish to upload onto the whitespace under Add Documents, or by selecting them from your Local Machine or available drives.
4. Create the required roles by clicking the +Role button. A role is the type of signer that will complete the template. You can choose to enter name and email address for the role or leave it blank.
Note: There are three role types: 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 the recipient's language, if applicable.
5. 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 a number in the Order column. In the example below, the first role, Customer, must sign before the remaining roles receive the signature request. The roles Manager and Director will receive the request at the same time.
Note: When the Enable Sending Messages to Mobile feature is enabled, two new columns called Country and Delivery will be added to the Add Roles section.
From here, you can select the country code and then click on the settings icon that appears in the Delivery column, where you can choose whether the recipient receives the signing request via email, mobile, or both. When choosing the mobile option, you need to select whether it should be delivered through Text Message, WhatsApp or both. You can also choose where verification codes should be delivered if an Access Authentication method has been selected.
Note: The mobile number is not added when the template is created; it is added when the template is used.
6. If the Enable Sender Attachment Requests is enabled in the Signer Attachment Options setting., you can request attachments from signers during the signing process. This feature is particularly useful when additional documentation is required, such as IDs, contracts, or any other supporting files.
Read the following article to learn how to request attachments from signers.
7. Enter the subject and email message, or select an existing message template. When finished, click Next.
Note: You can select and add an existing message signature to your message. Learn how to create message signatures here.
8. Prepare the document by dragging and dropping the fillable control fields onto the desired locations.
9. Click Save As and select Template. 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 Templates in the top navigation bar, go to the My Templates and Rules section and search for the template you wish to edit.
3. To edit, click the template's name, or the three-dot menu in the More column and select Edit.
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 is enabled.
2. Click Templates in the top navigation bar, go to the My Templates and Rules section and search for the template you wish to share.
3. Click 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. Select the users you'd like to share your template with, then click Save.
Note: If RSign groups have been created for your company, you can share your template with any groups you belong to.
After you confirm that you want to share the selected template, you will find it in the Templates and Rules tab under the Shared by me section.
How to unshare or update the sharing configuration for templates
To unshare or update the sharing configuration for templates, follow these steps:
1. Click Templates in the top navigation bar, go to the My Templates and Rules tab under the Shared by me section and search for the shared template you wish to unshare.
2. To unshare or edit the sharing configuration for that template, click the Share icon.
3. The Share configuration panel will appear. Clear the checkbox next to the users you want to stop sharing the template with; then click Save.
How to add shared templates to your personal templates list
To add shared templates to your personal list, follow these steps:
1. Click Templates in the top navigation bar and go to the Shared With Me section.
2. Search for the template you wish to add to your personal templates and click Add.
A copy of the shared template will now appear in My Templates and Rules.
Note: Once added to My Templates and Rules, templates created by other users cannot be edited. The Edit options will be grayed out.
How to copy templates
To copy templates, follow these steps:
1. Click Templates in the top navigation bar and go to the My Templates and Rules section.
2. Search for the template you wish to create a copy of.
3. Click the three-dot menu in the More column and select Copy.
Note: This action is available for all templates in your My Templates and Rules section
After confirming you wish to copy the selected template, the copy will appear in My Templates and Rules. You can then edit the copied template as needed.
How to delete templates
To delete templates, follow these steps:
1. Click Templates in the top navigation bar, go to the My Templates and Rules section and search for the template you wish to delete.
2. To delete, click the three-dot menu in the More column and select Delete.
After you confirm the deletion, the template will be removed from your personal 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 these steps:
1. Click Send in the top navigation bar. You will be taken to the envelope preparation interface.
2. Click the Template button and select the template you would like to use.
Tip: Alternatively, you can select the corresponding template from the Template dropdown on the Home page.
By doing so, you will be directed to the envelope preparation interface with the template already selected. The template's documents will appear in the Add Documents section 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. Replace the recipient roles with the recipients' names and email addresses 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, click Next.
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 or modify the fillable control fields if necessary. When finished, click Send.
Note: You can review the sent envelope details in the Envelopes page.