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DocuSign Digital Signature Service: Using Templates

Using Templates

Templates help streamline the sending process when you frequently send the same or similar documents. Templates allow you to create a standard document, with set recipient roles, signing tags, and information fields. Templates can also contain the signing instructions for the document and any signature attachments.

When there are some differences in the information needed for a document, a sender can still use a template to provide some recipient and tag information, while still allowing the sender to make additions and changes to the document before sending.

Creating a Template

Creating a Template

Before creating a template, DocuSign recommends that you plan the information needed and the layout of your template. You can always edit the template later, but it is easier to create the template when you know the information you want to present in the template as you are creating it.

Before creating the template, you should answer the following questions:

What document(s) will be used for the template?
What are the roles of the recipients who will be signing?
Does the template need a pre-set standard message?
Where in the document will the recipients sign and add information?

After determining what is needed in the template, you are ready to create the new template.

Note: The options and screens shown in your browser might be different from those shown in this guide depending on your account type and options. If you have questions about the options available for your account, contact your Account Manager or DocuSign Customer Support for assistance. Visit our Contact Support web page for contact options to reach Customer Support.

Creating a new template is similar to creating a new envelope. The main change is that you can add recipient roles in addition to actual recipients. A template can contain multiple documents, which can have multiple pages, and can be sent to several recipients.

Note: When creating a template, you need to be aware of the Data Population Scope setting for your account. If the account setting is Envelope, DocuSign tags with the same Label will populate with the same data when a recipient enters or modifies information in the tag for all documents in the template. If the account setting is Document, only DocuSign tags with the same Label and in the same document will populate with the same data when a recipient enters or modifies information 

Editing a Template

Editing a Template

Editing a template is similar to creating a template.
1.    With the Manage navigation tab selected, in the Templates section of the navigation panel, click the My Templates or Shared Templates folder.
2.    Find and select the template you want to edit.
3.    Click Actions and then select Open.
The template is opened for editing.
4.    Follow the steps for creating a template, changing or adding information as needed.
5.    When you have made all the needed changes, click Save to save the modified template.
 
Using Templates

Using Templates

Sending an envelope using a template is similar to creating and sending a normal envelope. The envelope wizard allows you to easily add documents, apply templates to documents and add existing documents with templates. You can also apply more than one template to a document and specify the page on which to begin applying each template to your document.

IMPORTANT: When creating a template, you need to be aware of the Data Population Scope setting for your account. If the account setting is Envelope, DocuSign tags with the same Label will populate with the same data when a recipient enters or modifies information in the tag for all documents in the template. If the account setting is Document, only DocuSign tags with the same Label and in the same document will populate with the same data when a recipient enters or modifies information in the tag.

Sharing an Existing Template

Sharing Existing Templates

Sharing a template allows other users to access and use the template to send envelopes. You can change the sharing options for existing templates through the Classic DocuSign Experience Manage tab or by opening each template and editing it. The My Templates folder contains the templates you have created or own. You can only share templates you created or own with groups and other users.

Note: If you are an administrator for the account, you will see an additional All Account Templates folder that has all the templates, shared or unshared, in the account. Administrators can share any template with groups and users.

To share existing templates:.

With the Manage navigation tab selected, in the Templates section of the navigation panel, click the My Templates folder.
Find and select the template you want to share. You can select multiple templates.
Click Actions and then select Share. The Template Sharing dialog box is displayed.

If you selected multiple templates to share: a blank box indicates all the templates are not shared with any Groups/Members, a checked box indicates the templates are shared with all the Groups/Members, a red question mark (?) indicates the templates are shared with some, but not all, Groups/Members.

In the Groups tab, select the groups that will have access to the template. Click Select All to select all the groups in the list. All templates are automatically shared with the Administrators group.
Click the Members tab. Select the members that will have access to the template. Click Select All to select all the members in the list.

Note: Due to the way Group and Member template access is tracked, Members will not be shown as selected when viewing the Members tab even if the Member is part of a selected Group

Click Save to save the template sharing information.

Downloading and Uploading Templates

Downloading and Uploading Templates

In addition to creating and editing templates, you can download and upload template files to your DocuSign® account. Templates are saved as .xml files.

 Downloading Template Files

Use the following procedure to download templates from your DocuSign® account to your computer or network.

Note: You cannot download templates that have a bulk recipient .csv file attached to the template.

With the Manage navigation tab selected, in the Templates section of the navigation panel, click the My Templates or Shared Templates folder.
Find the template or templates you want to download and select the template(s).
Click Actions and then select Download Template(s).

Note: Individual templates are saved as .xml files. If you download multiple templates, they are saved in a zipped file.

The selected templates are saved to your system.

Uploading Template Files

Use the following procedure to upload a template file or zipped template file to your account.

Note: Template sharing for an uploaded template is determined as follows: 
If the template was not shared when downloaded, then it is not shared. 
If the template was shared when downloaded and the uploading user has template sharing enabled, then it is shared normally. 
If the template was shared when downloaded but the uploading user does not have template sharing enabled, it is not shared.

With the Manage navigation tab selected, in the Templates section of the navigation panel, click the My Templates or Shared Templates folder. This is the folder where the uploaded template is saved.
Click Actions and then select Upload Template(s).

Click the Browse button, locate the file on your computer or network and click Open or type the file location and name in the Upload Template field.

You can upload individual .xml files or zipped files to the templates folder. If you are uploading a zipped file, the system automatically unzips and loads the individual .xml file.

The system uploads the template(s).

If an uploaded template has the same name as an existing template, the name of the uploaded template has a number in parenthesis added to the template name.

Template Last Modified and Used Information

Template Last Modified and Used Information

Templates that are created or modified after June 6, 2014 will show the date the template was last modified and the name of the user that modified the template. To view the information, select a template and view the information in the Detail Panel.

Additionally, you can get a quick view of when a template was last used or modified by placing your cursor over the template Auto-Match icon.

Intelligent Document Recognition

Template Matching and Intelligent Document Recognition

When a sender starts a new envelope and adds a document, Intelligent Document Recognition (IDR) reviews the text and information in the document to determine if the document matches a saved template. If a match is found, the system will ask the sender if they want to apply the template to the document in the envelope.

IDR looks at the following factors to determine if there is a match between a document and a template:

the number of pages in the template is equal to or less than the number of pages in the document,

the first 25 words in the document are the same as the template or, if IDR region match boxes are used in a template, the words in document are the same as those in the IDR regions.

In the case where a template document has similar opening and closing text to many other documents used by a group, you can add an IDR region match box to the template to narrow down and improve the IDR selection process.

You can select any region of text within a document for IDR. There is no functional limit to the maximum or minimum volume of text you can select to define a match. However, the less text you select the more false positive matches IDR is likely to find and the more text you select, the longer it will take for the IDR matching process to finish.

Automatic Template Matching

Automatic Template Matching Settings

When automatic template matching is enabled for a user and the user adds a document to an envelope, DocuSign automatically checks to see if the document matches an existing template.

Account templates will be in one of three Auto-Match states, which determines how they are used during automatic template matching. This limits the number of templates the system searches through before recommending or applying a template to an envelope.

The template Auto-Match states and the icons associated with those states are:

Try to Auto-Match: This template was created or used within the past 120 days and will be checked for automatic template matching.
No Auto-Match: This template has not been used in the past 120 days and will not be checked for automatic template matching.
Always Try Auto-Match: This template will always be checked for automatic template matching.

 

When viewing templates in the Classic DocuSign Experience Manage tab, the current template Auto-Match state is shown in the Auto-Match column.

Templates that have not been used within the past 120 days are changed to a No Auto-Match state and are not checked for template matching.

Important: A template that has not been used for the past 120 days still remains in the system (it is not deleted), it is just not included in the template matching search.

Template creators and account administrators have the ability to set the Always Try Auto-Match option for templates. This prevents the template from being changed to a No Auto-Match state and can be done for a template currently in a Try to Auto-Match or No Auto-Match state.

To set the Always Try Auto-Match option:

In the Manage tab, find and select the template that should always try to be automatically matched.

In the Actions menu (or the menu for the row), select Always Try Auto-Matching. The icon for the template changes to the Always Try Auto-Match icon.

Alternately, if there are templates that should not be included in the automatic template matching check, template creators and account administrators can set those templates to the No Auto-Match state, even if the template has been used in the previous 120 days. This can be done for a template in a Try to Auto-Match or Always Try Auto-Match state.

To set the No Auto-Match option:

In the Manage tab, find and select the template that should be excluded from automatic matching.

In the Actions menu (or the menu for the row), select Remove from Auto-Match List. The icon for the template changes to the No Auto-Match icon.

Tagging

DocuSign tags are used to indicate locations on a document where the recipient needs to take an action and to provide information for the recipient. Some tags are automatically filled with recipient information.

When you add tags you can set options for the tag. Click the Properties icon () adjacent to the tag to open the Properties dialog box for the tag. The Properties dialog box is divided into several sections, which depend on the type of tag.

The different DocuSign tags are listed below. Click here for a complete listing of tag descriptions and the properties associated with each tag.

Approve Email Address Optional Initial
Check Box First Name Optional Signature
Company Formula Radio Button
Data Field Full Name Signature
Date Signed Initial Signer Attachment
Decline Last Name Title
Drop Down Note  

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