To build a Reusable Template, first click Send a Document. In the Choose a Document section, click Templates, then select New Template at the bottom of the menu. Next, click Browse, and upload the file you wish to use as the base file of the Template.
Under Roles, designate the titles of the parties involved in executing the document (both Signers and CCs). For example, if you are creating a Reusable Template for an Apartment Lease Application, the Roles might be Tenant (Signer), Guarantor (Signer), and Property Manager (CC). Each time you send a copy of the template, RightSignature will prompt you to provide a specific name and email address for each of the 3 roles – Tenant, Guarantor, and Property Manager.
Under Description, designate a Document Subject (title) and Message (instructions) to be delivered to your document recipients. Please note this is only the default Document Subject and Message for the Template. Each time a copy of the Template is sent, the user will have the ability to customize these fields. When finished, click Next Step.
You will then see the Document Overlay screen. In the Tools menu on the left side of the screen, click and drag each form field onto your document. Form fields include text fields, date boxes, checkboxes, initials, collect payment fields, attachment fields and signature boxes. If you have multiple Roles designated on your Template, you must assign each form field to one particular Role.
In the Tools menu you will also see Merge Fields. Merge Fields are text components that will be filled out by the Sender prior to the document going out for signature. When placing Merge Fields on the Template, you will be required to provide a reference name for each field. When a copy of the Template is sent, the Sender will be prompted to provide data to fill each Merge Field. Please note that Senders can choose to leave Merge Fields blank when sending a copy of the Template.
When you are finished placing fields on the Document Overlay screen, click Create Template. This will save the template in your RightSignature account for future use. Once created, every user on the account will be able to select and send a copy of the Template.
How do I send a Reusable Template?
After a Reusable Template is created, all of the users on the RightSignature account will be able to select and send copies of the Template.
To send a Template, first click Send a Document and select Templates from the Choose a Document screen. Next, choose the Template you wish to send and click Select.
If the Template includes Merge Fields, you will be prompted to provide text to fill the Merge Fields designated in the Template. The text you enter into each Merge Field will be merged onto the copy of the template you are sending. Please note you can choose to leave Merge Fields blank when sending a copy of the Template.
In the People Involved section, designate the name and email address of each Signer and CC Role. If at least one signing party is designated, the other Roles can be left blank and omitted from the document. Finally, you can add or edit a customized Subject and Message. When you are finished, click Send for Signature to send the copy of the Template.
How do I edit or delete a Reusable Template?
After a Reusable Template has been created, only the Template’s creator or an Admin user can edit the Template. Only the Template's creator or the Account Owner can delete the Template.
To edit or delete a Template, first select Send a Document. In the Choose a Document section, click Templates. Navigate to the Template and select Edit or Delete.
When editing a Template you will be able to execute the following actions:
Add, change, and remove form fields and Merge Fields using the Document Overlay screen.
Edit the default Subject and Message for your Template. To do so, go to the Options menu at the top of the Document Overlay screen and select Edit Details.
- Replace the underlying source file used to create your template. To do so, go to the Options menu at the top of the Document Overlay screen and select Replace PDF.
Can I edit or delete Roles on a Reusable Template?
The Roles are the only aspect of a Template that cannot be edited. When sending a copy of a Template, it is possible to omit Roles as long as one Signer has been specified.
If you need to add, delete, or edit Template Roles, you will need to rebuild a new version of the Template. To save time when recreating a new Template, we suggest using the Import Overlay feature to avoid manually duplicating the same form fields.