Rules allow you to create a reusable template in which the fillable fields remain static while the underlying document is dynamic. Rules help you save time when you need to send different versions of the same document for signature to different recipients as part of your workflow. Unlike templates, rules allow you to replace the underlying document while preserving the same fillable fields and recipient configuration. Rules are particularly useful, for example, in the insurance industry or when working with documents in multiple languages, where the fillable fields remain the same and appear in the same locations, but the document content differs.
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This article covers the following topics:
- How to create rules
- How to edit rules
- How to share rules
- How to unshare or update the sharing configuration for rules
- How to add shared rules to your personal rules list
- How to copy rules
- How to delete rules
- How to send a signature request using a rule
How to create rules
To create a rule, follow these steps:
1. Make sure the Allow users to create rules setting is enabled.
2. Click Templates in the top navigation bar, click Create, and then select Create Template or Rule.
Note: When the Rule 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 Rule and modify if needed.
3. Set the rule name and description.
4. Add the documents to your rule: you can add multiple files to a single rule. 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.
5. Create the required roles by clicking the +Role button. A role is the type of signer that will complete the rule. 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.
6. 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 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 rule is created; it is added when the rule is used.
7. 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.
8. 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.
9. Prepare the document by dragging and dropping the fillable control fields onto the desired locations.
10. Click Save As and select Rule. Once finished, the created rule will be visible in the Templates page.
How to edit rules
To edit rules, follow these steps:
1. Make sure the Allow rules editing setting is enabled.
2. Click Templates in the top navigation bar, go to the My Templates and Rules section and search for the rule you wish to edit.
3. To edit, click the rule's name, or the three-dot menu in the More column and select Edit.
4. The rule will open as it was configured, but in edit mode. Modify the rule as needed and save your changes.
How to share rules
To share rules 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 rule 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 rule with, then click Save.
Note: If RSign groups have been created for your company, you can share your rule with any groups you belong to.
After you confirm that you want to share the selected rule, 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 rules
To unshare or update the sharing configuration for rules, 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 rule you wish to unshare.
2. To unshare or update the sharing configuration for that rule, click the Share icon.
3. The Share configuration panel will appear. Clear the checkbox next to the users you want to stop sharing the rule with; then click Save.
How to add shared rules to your personal rules list
To add shared rules 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 rule you wish to add to your personal rules and click Add.
A copy of the shared rule will now appear in My Templates and Rules.
Note: Once added to My Templates and Rules, rules created by other users cannot be edited. The Edit options will be grayed out.
How to copy rules
To copy rules, follow these steps:
1. Click Templates in the top navigation bar and go to the My Templates and Rules section.
2. Search for the rule 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 rules in your My Templates and Rules section.
After confirming you wish to copy the selected rule, the copy will appear in My Templates and Rules. You can then edit the copied rule as needed.
How to delete rules
To delete rules, follow these steps:
1. Click Templates in the top navigation bar, go to the My Templates and Rules section and search for the rule 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 rule will be removed from your personal list.
Note: This action cannot be reversed.
How to send a signature request using a rule
Once you have created a rule, you can use it to send a signature request by following these steps:
1. Make sure the Allow users to use rules setting is enabled.
2. Click Send in the top navigation bar. You will be taken to the envelope preparation interface.
3. Click the Rule button and select the rule you would like to use.
Tip: Alternatively, you can select the corresponding rule from the Rule dropdown on the Home page.
By doing so, you will be directed to the envelope preparation interface with the rule already selected.
4. Upload the document that corresponds to the selected rule. 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. The Template option will be unavailable because a rule has already been selected.
Note: If the selected rule has multiple files, you need to upload the documents in the same order as when the rule was created.
The uploaded document will appear in the Add Documents 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.
5. 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.
6. 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.
7. Review the document and add, move or remove fillable control fields if necessary. When finished, click Send.
Note: You can review the sent envelope details in the Envelopes page.