What is a Template?
A template is a reusable form that may be used multiple times to send a document to recipients. The only changes are the signatures and data collected. Templates will only need to be set up once. Next time the form is used, it will be located under the Templates tab and contain all fields that have already been placed and saved.
Foxit eSign supports multiple formats including DOC, DOCX, PDF, XLSX, XLS, PPT, PPTX, CSV, TXT, RTF, and PNG. Select a file from a device, or from cloud storage systems such as Google Drive, Box, Dropbox or OneDrive.
When creating a template, party roles may be added under the Recipient Parties tab on the right side of the application. With a template, there are two types of parties and a few ways to add party roles.
Dynamic and Static Party Roles
A dynamic party role can be assigned if the recipient’s information changes each time a document is sent out. A party can be left blank displaying Role (optional), or it can be identified with a label. For example, a common label for a party role would be ‘Client’ or ‘Patient’.
A static party includes mandatory recipient information such as first name, last name, and email when added. This information does not change and is used each time a template is used to send out a document. A common use case for a static party could be a coworker that will always counter-sign or receive a copy each time a document is completed.
By typing underneath , a static party can be added to the template using the name or email address of a recipient from the account's address book.
Select Party/Role to add an additional dynamic party role. Dynamic party roles will be labeled as PN1, PN2, etc.
Optional: Name the type of role the recipient has. For example; Patient, student, legal guardian, employee, client.
Search for a recipients name or e-mail address under the Add Recipient section allowing you to quickly add a recipient you have sent an envelope to previously.
You can click Add Others to add a new recipient.
You can click Add Me to add yourself as a recipient.
Choose different permission levels for each party.
- ‘Fill out fields and sign’
- ‘Fill out fields only’
- ‘CC/View only’
- ‘Edit and sign’ the document
‘Fill out fields and sign’ is the default for all parties.
The fields will automatically be assigned to the party that is highlighted and will have a color-coded tag next to it and the color of the field corresponds with the party who is responsible for it. You can easily reassign a field to another party by clicking on the field, go to ‘Field properties’ and reassign the party.
On the left-hand side you will see your toolbox.
- ‘Signature fields’ are pre-populated fields
- ‘Data entry fields’ require input from a signer
- ‘Advanced fields’ includes secured fields to use for sensitive data (SSN or bank account information for example). Use Attachment and Image Fields for uploading files and photos
Drag the bottom corner arrow of a field to adjust the size.
Under Field Properties, there are various ways to customize a field. Fields can be made mandatory, checkboxes can be grouped together, text alignment can be changed, add conditional logic, set a format for input values, change font size and color.
Create an Envelope
Templates will be stored as documents inside an envelope. More templates may be added to the envelope before sending. Click the add template button and select another document.
Recipients information will be added inside each party role box.
You can search for a name or e-mail address of a recipient you have sent a document to previously and add them as a party.
You can click ‘Add Others’ to add a new recipient.
You can click ‘Add Me’ to add yourself as a recipient.
Additional security may be added to verify a recipients identity by using different authentication levels.
- No Authentication
- SMS Document Link
- Email Two-Factor Authentication
- Mobile Two-Factor Authentication
- Phone Two-Factor Authentication
- User-defined Access Code
- Knowledge Based Authentication
Signing sequence forces the recipients to sign in a specific order the sender set. By default all recipients can sign in parallels with each other.
In-person signing is recommended when recipients are signing physically in-person and the recipients do not have access to an email address.
Select Email Template from the dropdown. Use the default Foxit eSign email template, customize it or create your own. The Email Template is used to send the signature request invitation to recipients email addresses.
Need to prefill data before sending out a document to recipients? Click before sending a document to modify the fields in the envelope without making any changes to the templates.