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You can register a frequently used PDF document as a template in GMO Sign. It eliminates the time needed to upload frequent agreement files for signing workflow.
| Please Note - You can register templates for up to 10,000 in a GMO Sign account. |
Different operations on templates can be done by "Administrator" or "Document Manager" role user.
Add (or Register) a New Template
1. Click on Templates from GMO Sign home page and click Add icon
2. Input the template name and click Register.
3. Now, your new template has been registered and it gets listed in Envelope template list. [Video Preview]
Edit Details of New / Existing Template
4. Click on Edit icon to either add details in newly creating template or to edit entries of an existing template. This opens a 'Envelope template edit' screen. Set items for Signers list, Template document list, and Inset items list. [Video Preview]
5. Limit the accessing of template by assigning it to the authorized user groups. This can be done by using access control feature. For more details, read this article.
6. Being the template controller, you can restrict the modifications on template specifications during the workflow request. View this article for more.
For demonstration, let's add 3 signers in a single template - 2 inhouse signers with signature order number 1 and 1 external signer with signature order number 2.
Adding 2 Inhouse Signers with Order Number 1
Signer 1 Details
- Order no. - 1
- Type and Signing Type - OurSigner and d-sign, respectively
- Label - Choose the inhouse signer from the drop-down list (say, Jack)
- Allow Signer Change - Enable checkbox to give permission (Available only for e-sign type)
- Comment - Add a comment for signer Jack in the template itself
Signer 2 Details
- Order no. - 1
- Type and Signing Type - OurSigner and d-sign, respectively
- Label - Choose the inhouse signer from the drop-down list (say, John)
- Allow Signer Change - Enable checkbox to give permission (Available only for e-sign type)
- Comment - Add a comment for signer John in the template itself
| Tip - You can use OR settings in signers' section of template, if you have added more than 1 signers in a single signing order. In the above example, we are going to activate Only one of them option. |
Signer 3 Details
- Order no. - 2
- Type and Signing Type - Receiver and e-sign, respectively
- Label - Enter the name to identify external signer.
- Allow Signer Change - Enable checkbox to give permission
- Comment - Add a comment for signer in the template itself
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- Browse a document in this section by clicking on Add icon >> Select files and selecting the target files from your local PC. Once the file gets successfully loaded, change the existing file specifications like Name and description (if required).
- Choose an operation type (Sign / Display / None) for each recipient who has been mentioned in template. For now, we are using Sign operation for all signers.
- Click on Register to successfully upload the documents in template.
- You can add more templates in the same way like you did for the first one.
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9. Now you will notice four different buttons adjacent to the added template document(s).
- Replace PDF - Use this to change the old document with the new one and keep the signature position intact during replacement. Perform this by clicking on its icon, selecting PDF, and confirming with "Renew" button.
- Edit Button - Change the template document name, description, or signer's operation by using this button.
- Edit Position Button - Place the signature image and other data fields for each signer mentioned in the template. You can use this same button to edit the position.
- Delete Icon - Delete the added document from template by using this button.
Place the signature icon for each signer along with optional fields like date, name textbox, etc., at this stage. Use Edit Position button to initiate the same.
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Use this template feature to add additional parameters in each document. These parameters are filled by requestor just before sending the workflow request. Read the following instructions to understand its working :
- Click on + icon and enter the parameter name.
- Mention the importance level of this parameter in terms of Yes or No.
| Note – Select ‘Yes’ radio button to set the parameter as mandatory field. Otherwise, select ‘no’. |
- Click Register and add more than one items as per the requirement. [Video Preview]
- Go to ‘Template document list’ and click on ‘Edit Position’ button of the anyone document. This document will be the one in which you want to add inset items.
- Drag-and-drop each parameter at the location where you wish the values to be entered by requestor.
- Finally, click on Update to complete the process in one document. [Video Preview]
Copy Existing Business Template
GMO Sign provides the functionality of creating a duplicate copy of existing template. Click on the Copy icon and get the exact copy of template without any manipulation. [Video Preview]
Starting from Access control permissions, to Signers' Information, to Template Document Lists - everything is copied from the original template.