If you have a standard document, an E-Signature template can be created. This will allow a user to have access to a template document in the system to create new contracts, send for signature, and track them all within ContractWorks.
Step 1: Format the template outside of the system to include appropriate spacing. For example, if you normally have a highlighted section, or sections that a user is responsible for filling in before the contract is sent, make sure to remove that outside language. You will populate this information in ContractWorks (Step 5).
Step 2: Go to Tags/ Templates > Templates. All templates, for tagging and E-Signature, will exist in this section. Choose or create a tag template for the template document to reside in.
Step 3: Go to the bottom of the tag template. If creating a new template, remember to save the template. Once saved the ‘Signature Setup’ will be available for use. Upload your template to the Upload document section. Only one document can be created per template.
Step 4: Once uploaded, you can markup the document for customization.
Step 5: You will be taken through a 4 step process to set up your template. The first step is verifying the document uploaded. If you need to change the tags to include a prefilled field or a unique signature field, you can do so by clicking on the three dots to the right and editing the tags without clicking out of the workflow. Click ‘Next’ at the bottom to continue through the workflow.
Step 6: Add in your signers. Click the ‘Add Signer’ button to add in your signers. If the signer is to be determined upon sending, leave the name and email blank, but enter a nickname so you know what kind of signer is filling out this section of the document. If you do know the name of the signer (for example, Parker is responsible for internally signing all of our NDAs), then you can default the name and email address so the sender does not need to fill it in every time.
Step 7: Choose the routing order. If you would like the signers to sign one at a time, choose the ‘In Order’ option. You can always reorder the signers if they are not in the correct order by dragging and dropping the signers in the correct workflow. If the order of the signing does not matter, choose the ‘All at Once’ option which will send the document to all signers once the contract is created.
Step 8: The next step in the process will be to place all fields on the template. This will include fields that may need to be filled out prior to the document being created (Step 1 in this user guide) or fields the signers will need to complete to fully execute the contract.
Step 9: Place any fields that need to be filled out prior to the signature by clicking on ‘Prefilled details’. All tags associated with the template will appear. Simply drag the field that needs to be filled in onto the document to the right and drop it in the correct location.
Step 10: Do the same with the signer fields. Click on the signer you would like to fill out fields. A list of fields will appear and simply drag and drop the corresponding field onto the document. Your options will include signature, date, address, name, checkbox, company name, title and an open text box. Once the field is placed on the document, you can modify the field to the right hand side to make the field required/ optional or change the person responsible for completing the field.
Step 11: Once all fields are on the document and correctly formatted to be required/ optional, click ‘Next’ to continue to the last step.
Step 12: Fill out any additional defaulted details about the template. This includes a Packet Name which documents will be titled once created. The email subject line of the email that signers will see once the contract is sent to their inbox. The email message if oyu would like to include a message in the body of the email. Lastly, ‘Notify when Finalized’ is an option to include anyone outside of the packet (the signers of the document as well as the creator) on the executed contract. The system will automatically send a final copy to all signers and the senders, but anyone outside of the workflow will need their email entered into this section to receive an automated copy. Once completed, press ‘save’.
Step 13: The template is now ready for use under the ‘Sign’ tab in the account to any E-Signature license holders. You can review your changes in the template, or markup at any time to make any adjustments by clicking on the ‘Markup Document’ button.