Managing Templates for Electronic Signature

This article is for UTRGV PowerForm (PF) Senders and Admins with the PF Sender and PF Admin -Template Creator Roles

When using templates you can add placeholder roles to your recipient's list. Typically, you use placeholder roles for the recipients rather than named persons, as you likely will send the template to different people every time you use it.

You can create a template from scratch, or you can copy an existing template and make changes to it. You can also use the Save as Template feature to make a template out of any of your existing envelopes. You can save a template with as little or as much information as you like. You can save it with just a title or just a document, or any other level of completeness.

• Create
• Share
• Setting Limits to Templates
• Copy
• Edit
• Cancel Changes
• Template History
• Template Passwords
• Templates with Power Forms
• Download and Upload Templates

 

Create

1. From the Templates page, click NEW and select Create Template.

2. The prepare view appears where you can add files, recipient roles, and messaging.

 

Share

To share a template with a user or group

1. Navigate to the Templates page.
2. Locate the template you wish to share by searching, filtering, or simply scanning your My Templates list.
3. Mark the check box for the template to select it. You can select multiple templates to share at once.

4. Click MORE and select Share with Users.

5. In the Sharing dialog, make your user and group sharing selections - the Search function returns results for the selected tab:

• USERS - lists all users on your account.

• GROUPS - lists all groups defined for your account. Groups are listed by name only; group members are not displayed. The list includes standard account groups of Administrators and Everyone. By default, all templates are shared with the Administrators group and this cannot be changed. In addition to the standard groups, your DocuSign administrator can define customized groups of account users and can provide further details.

To create a shared template folder

1. Navigate to the Templates page.

2. Click the New Folder icon next to Shared Folders..

3. Enter a name for your shared template folder and click CREATE.

   When you share the folder, the name you enter identifies the folder to the users with whom you share it.

4. Click the menu icon next to your new folder and select Share.

5. In the Sharing dialog, make your user and group sharing selections - the Search function returns results for the selected tab:

• USERS - lists all users on your account.

• GROUPS - lists all groups defined for your account. Groups are listed by name only; group members are not displayed. The list includes standard account groups of Administrators and Everyone. By default, all templates are shared with the Administrators group and this cannot be changed. In addition to the standard groups, your DocuSign administrator can define customized groups of account users and can provide further details.

 

Setting Limits to Templates

These restrictions are useful if you want to control how your template is used.

Template modification settings

1. From the template prepare view (either on a new template you create or when editing an existing template), select the Edit link next to the Advanced Options section.

 

2. In the Template Modification section, select the check boxes for the specific restrictions you want to apply to the template

 

Copy

1. Navigate to the Templates page.

• The Template list appears, showing your saved templates.

2. Locate the template you wish to copy by searching, filtering, or simply scanning the Template list.
3. Click the template actions menu and select Create a Copy.

• The new template copy opens for you to change any aspect, including the template name, and the files, recipients, and recipient fields.

4. When you are finished making changes, click SAVE AND CLOSE.

 

Edit

1. Navigate to the Templates page.
2. Locate the template you wish to edit by searching, filtering, or simply scanning the Template list.
3. Click the template actions menu and select Edit.

4. If the template is password protected and you are not the owner, enter the password in the Enter Password dialog and click SUBMIT.
5. Edit the template. You can change any aspect of the template, including the template name, and the files, recipients, and recipient fields

 

Cancel Changes

1.      At any point while editing your template, click Other Actions and select Discard Changes.

2.      Click Discard to confirm your action.

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Template History

1. Navigate to the Templates page.
2. Locate the template you wish to edit by searching, filtering, or simply scanning the Template list.
3. Click the template title to select it and open the Template Details view.
4. Click the MORE menu and select History.

 

Template Passwords

Passwords are set by the template creator.

1. Start by creating a new template
2. In the Template prepare view, in the Advanced Options section, click the Edit link.

3. In the Advanced Options dialog, under the Password section, enter a password, and then re-enter to verify the password.

   Template passwords are limited to 15 characters.

4. Click SAVE.

   Your password is added to the template.

5. Finish creating or editing your template, and then save and close it.

 

Templates with Power Forms

If the template you want to edit has any PowerForms, then changes you make to the template will affect the PowerForms.

 

Download and Upload Templates

To download one or multiple templates

1. Navigate to the Templates page.
2. Select the All Templates folder and locate the templates you wish to download by searching, filtering, or simply scanning the list.
3. Select the checkboxes next to the template(s) you would like to download.
4. Click the MORE drop down and select Download.