Adding/Using/Editing a Standard Document ​

In case you have a particular document in which the information will be fixed and the fields will always be of the same type and in the same places (only the names of the signatories will change), you have the option to create a standard document (which will contain fields and a document). Simply manually add, only for the first time, the desired document in a folder and the fields in that document, and save this template in the list of templates. You can then use it later in a folder to speed up the process of adding documents and fields. This could be, for example, an employer having a commitment form (with the same information for all employees) to be signed electronically by all employees of the company and who must acknowledge receipt.

Adding a Standard Document ​

Before you can use a standard document in an electronic signature folder, it must be added to the list of templates.

NOTE: The user who created the folder is automatically added to the signatories.

  • Click on thefile name or the** Fountain Pen icon to display the document.**

  • Add the desired fields in the document. In this example: "Employee Name (Employee One)" and "Acknowledgment of receipt - Employer (Mireille Gagné)". For more information, please see the article Adding/Editing/Deleting a Field in a Document.

  • When all the desired fields are added, check the Save Template box.

  • Click on Submit.

  • In New Template , select the type of templates in which you want to add the one you just made. In this example: "Personal Templates". For more information, please see the article Types of Templates.

  • Enter the Template Name, i.e. the name of the document/form. In this example: "Employee Commitment".

  • Document Type : Select "Add".

  • Select the appropriate Template Language.

  • New Role : Assign a role to the signatories of this document. In this example: Employee One (turquoise field) is the employee and Mireille Gagné (yellow field) is the employer.

  • Click on Create and the standard document will be added to the list of templates.

  • You can now proceed to the next steps, which are:

** ​

Using a Standard Document in an eZsign Folder**

Once a standard document has been added to the list of templates, it is possible to use it in an eZsign folder to quickly add a document with the appropriate fields.

NOTE: The user who created the folder is automatically added to the signatories.

  • In the "List of Documents" section, click on this icon

(Add Standard Documents).

  • Select the desired number for theExpiry in How Many Days?** field (1 to 30) and the Signature****Deadline of the document will be automatically entered. You can also manually enter the Signature****Deadline (30-day limit). The link sent by e-mail will no longer be valid after this date.**

  • Select the desired Standard Document using the single green arrow or by double-clicking on it. In this example: "(en) Employee Commitment".

  • In the "Associations" section, assign the appropriate role to each of the signatories of this document. In this example: Employee Two (turquoise field) is the employee and Mireille Gagné (yellow field) is the employer.

  • Click on Submit.

  • The PDF document and the fields were automatically added to the folder.

NOTE: You can verify the fields by clicking on the Fountain Pen icon in the "List of Documents" section. Click on Submit when you have completed the verification and changes (if applicable).

Editing a Standard Document ​

If the document used in a standard document has been modified, such as an additional paragraph, it is possible to change the standard document of the old version by replacing it with the new version.

NOTE: The user who created the folder is automatically added to the signatories.

  • In the "List of Documents" section, click on thefile name or the** Fountain Pen icon.**
  • Click onLoad Template**.**

  • You canSearch** for the template by writing its name in this field or you can select it from the drop-down list of templates in French or English. In this example: "Employee Commitment".**

  • Assign the role of each of the signatories. In this example: Employee Three (turquoise field) is the employee and Mireille Gagné (yellow field) is the employer.

  • Click on Submit and the fields will automatically appear in the document in the same places as in the template you selected.

  • If necessary, edit the fields. If you have added or removed text in the document, the fields may no longer be positioned in the correct places. In this example, text has been added so the fields must be moved down.

  • When you have completed the changes, check the Save Template box.

  • Click on Submit.

  • Check the Replace Template box and select the desired template from the drop-down list. In this example: "Employee Commitment".

  • In the Template Name , enter the same name to avoid having multiple versions of the same document. In this example: "Employee Commitment".

  • Docu ment Type: Select "Replace".

  • Template Language : Cannot be changed.

  • Old Role and New Role : Assign the roles to the signatories of this document. In this example, the roles remain the same: Employee Three (turquoise field) is the employee and Mireille Gagné (yellow field) is the employer.

  • Click on Create and the template will be replaced in the list of templates.

  • The next time you click this icon

(Add Standard Documents) in an eZsign folder, you will be able to select the new version of this standard document.

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