The e-sign module offers two options for how to send a document for signature:
- Sending a New Document for Signature
- Sending Using a Predefined Template (explained in this article)
Prerequisite
Templates can only be created if the electronic signature permission has been added to the role or to the user.
Step-by-Step Template Creation
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Access the template creation option via the following path:
- Document > E-Sign > Template Management > Create Template
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Name the template with a unique descriptive title
- Ensure that the title of the template is clear and distinct to facilitate its identification later. Upload the necessary documents into the template. Note that after saving, you will not be able to add or delete documents in this template.
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Add signer roles
- Define the titles of the individuals who need to sign the document in the template. You can also set the signing order if the Set Signing Order option is checked. Otherwise, the document will be sent to all signers simultaneously. By going to the next step, you won't be able to edit the roles anymore.
- A maximum of 10 roles is possible. Their names cannot be only numbers (ex; 1, 2, 3)
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Add fields for each signer
- Include the necessary information for each signer, such as name, title, date, signature, etc.
- Folks data fields are accessible via the Sender role.
- Add a text box
- Go to the bottom right for the drop-down menu of available fields.
- Choose one of the fields referring to a signer role, for example, the employee's address.
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Verify the signers and add a CC recipient if needed
- Confirm the signers' information, validate the title, include a message explaining the subject or purpose of the document, and add CC recipients if needed to keep them informed of the process steps without being signers.
- A maximum of 5 people can be CC'd at a time.
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Save the template
When you are ready, save the template. Once saved, you won't be able to add new documents or delete those already uploaded.