Try RMail PRE-Crime Services – Rules allow you to prepare a document as a reusable template where the fillable fields are static, but the added underlying document is dynamic. It helps you save time if you need to send one of several versions of the same document for signature to different recipients as part of your workflow. Rules are particularly useful when dealing with documents in several languages, where the fields that the signer needs to fill in are the same, and are located in the same place, but the document language is different.
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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 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 on the Templates option from the top navigation bar and press the Create template or rule button.
3. Set the rule name and description.
4. 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.
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 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.
6. 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.
7. 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.
8. Prepare the document by dragging and dropping the fillable control fields onto the desired location.
9. Click on the Save as button and select the Rules option. 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 on the Templates page and search for the rule you wish to edit.
3. Click on the edit icon.
4. Edit 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 setting is enabled.
2. Click on the Templates option from the top navigation bar and search for the rule 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 rule is shared, the share icon will change to display a strikethrough share icon.
Note: The shared rule 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 rules
To unshare rules, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the shared rule you wish to unshare.
2. Click on the strikethrough share icon and confirm you wish to unshare the selected rule.
Once the rule is unshared, the strikethrough share icon will change to display a share icon.
How to add shared rules to your personal rules list
To add shared rules to your personal rules list, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the shared rule you wish to add to your personal list.
2. Click on the add rule copy icon.
A copy of the shared rule will now appear in your personal rules list.
How to copy rules
To copy rules, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the rule you wish to copy.
2. Click on the copy icon.
After confirming you wish to copy the selected rule, the copy will appear in the personal rules list. You can then edit the copied rule as needed.
How to delete rules
To delete templates, follow these steps:
1. Click on the Templates option from the top navigation bar and search for the rule you wish to delete.
2. Click on the trash icon.
After confirming you wish to delete the selected rule, it will be removed from your personal rules 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 the instructions below:
1. Make sure the Allow users to use rules setting is enabled.
2. Click on the Send option from the top navigation bar. You will be taken to the envelope preparation interface.
3. Click on the +Rule button to select the corresponding rule to be used.
Tip: Alternatively, you can select the corresponding rule from the home page Rule dropdown.
By doing so, you will be directed to the envelope preparation interface with the rule already selected.
4. Attach the applicable file by dragging and dropping the document you wish to upload onto the whitespace under Attach files, or by clicking on the +Document button.
The uploaded document 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.
5. Add the recipient's name and email address 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, 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. Review the document and add, move or remove fillable control fields if needed. When finished, press the Send button.
Note: You can review the sent envelope details in the Envelopes page.