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RightSignature Reusable Templates: Create Once, Send Forever

By: Steve Stormoen / Tuesday, February 12, 2013

RightSignature is dedicated to providing the easiest, fastest way to get documents signed. That’s why, instead of having to set up a new document each time you need a signature, you can create powerful Reusable Templates to save even more time. Reusable Templates are a core RightSignature feature, allowing you to build a document once and use it over and over.

With RightSignature Reusable Templates, you can …
  • Send your most frequently used documents for signature in seconds, from one screen—with no drag ‘n’ drop required. 
  • Set up your online sales contract, freelance contract, or employment form once, then select it in your Template library whenever you need to use it.
  • Customize a Template each time you send it by inserting custom text, using Merge Fields.
  • Export text and signing data to a CSV or spreadsheet for all the documents you’ve sent using a particular Template.

Creating a Reusable Template


On the Send a Document screen, under the “Choose a Document” section, select the “Templates” button. In the menu that opens, click the “New Template” button, as shown below.


Roles
When creating your Reusable Template, you specify roles for each signer and cc involved with the document. Rather than the names or titles of an individual contact, these are the generic roles for each party on your template. For example, if you are creating a Reusable Template for a Credit Application, the roles might be Applicant (signer), Credit Manager (signer), and Accounting Manager (cc). When sending that Template for signature later, you will have the opportunity to fill in these roles with the personal information (name and email) of your individual signers and cc’s.

Subject and Message
During Template setup, you will also have the opportunity to write a default Subject and Message which will be used in the email inviting your contact to sign the document. The default Subject and Message can later be customized individually each time you send the Template for signature.

Text Fields vs. Merge Fields
Next, you will be taken to the Document Overlay screen. This Overlay screen is similar to the regular Overlay process you go through to send any RightSignature document. You can place signature boxes, text fields, date fields, checkboxes, and initials boxes. Please note that if your document contains multiple roles, each field must be assigned to a particular role. On Templates, the primary difference is the ability to add Merge Fields as well.

Merge Fields are text fields that are filled out by you, the sender, before sending the document to your recipient. Merge Fields allow you to customize your document with the recipient’s name, business, or other details unique to your individual transaction, such as the service plan selected, price, or duration of the agreement.


Please note that, unlike normal text fields, Merge Fields must be named when they are placed on the document. This is critical because each time you send a Template, you will be prompted to provide the text you would like inserted into the Merge Fields right on the Send a Document screen, so the Merge Field name provides the context of which field refers to which information.


For advanced users, merge fields also include additional custom options. The Acceptable Values option creates a drop-down field, and the Default Values option enters default text to your merge field, which can later be edited.

Save
After completing the document overlay on your new Template, save it. You can now select this template from your Templates menu on the Send a Document screen.

Sending a Reusable Template

On the Send a Document screen, click the Templates button, hover over your newly-created Template, and click the Select button. Note that you can also edit or delete templates from this menu.

If your Template has Merge Fields on it, you will then be prompted to fill in these fields before sending it off for signature. Note that filling in merge fields is optional—you can choose to leave them blank if appropriate.

Next, fill out the name and email address of the person or people to whom you will be sending the Template. You may also write a short document description and a message to the Template’s recipients. Finally, click Send.

Your Template’s recipient will receive an email with instructions to sign your Template, just as they would for any regular, single-use RightSignature document. And if your Template contains Merge Fields, when your recipient clicks the link to sign your Template in RightSignature, your Merge Field information will already appear in the document.


Then, after sending your Template off for signature, you can return to the Send a Document screen and select the same Template over again. Using Reusable Templates, you can send the same Template for signature as many times as you want!

More Tips and Tricks with Reusable Templates

The following are a few more hints and tips to get the most out of Reusable Templates:
  1. Merge Fields can be used flexibly to make a single Template fit many purposes. Instead of having several different contracts for different services, with minor variations between each, replace key words and phrases with Merge Fields. Just be sure to name your fields clearly enough that you will be able to remember them all!
  2. Export, search, and sort signing data from your Reusable Templates in a spreadsheet or database with the new Data Exporter feature.
  3. If you’ve set up the perfect Reusable Template, then find you need to change the wording on the original document, there is no need to worry. You can replace PDFs in your Reusable Templates.
  4. On Business and higher level accounts, multiple users on the RightSignature account can access a shared Template library. This makes it easy for the entire sales team to access the same Sales Contract Template, for example.
  5. Many RightSignature add-ons and integrations work well with RightSignature Templates. Using RightSignature’s integration with BambooHR, for example, RightSignature Templates for employee handbooks and other HR forms can be accessed and sent for signature from directly within BambooHR. BambooHR also integrates with RightSignature Merge Fields, allowing your employee’s information to be merged into your RightSignature Template automatically.
Reusable Templates are a RightSignature innovation and a powerful way to streamline your repetitive business processes. Setup your most frequently used documents as Reusable Templates—and send them for signature again and again and again.

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