Now that you've created your DigiSign Templates, it's time to use them! Templates will help you get back the time you'd normally spend preparing envelopes. Let's dive in!

In this article, we'll go over:

• Different ways to use DigiSign Templates
  •  Apply Template to prepared forms
  • Create Envelope from Template (using blank forms)
• Best Practices when using DigiSign Templates
• Actions available in the Actions Menu

Two Different Methods

There are two different ways to use DigiSign Templates. The method you decide to use will depend on whether or not you've already filled out the document you're sending.

• Method 1 (Most common): This method allows you to upload a form you've already filled out, and then apply the template to the form (giving you just the saved signature/initial blocks, not the document itself).
• Method 2: This approach allows you to send your DigiSign Envelope using the blank document that you uploaded when you created your Template.

Let's take a closer look at each method.

Method 1 – Apply Template to Prepared Forms

This method is for you if: you have already prepared your forms, and want to use a Template to automatically place the signature/initial blocks onto your forms.

To apply a DigiSign Template to your prepared forms, follow the steps below. 

1. From the DigiSign Dashboard, navigate to the Envelopes tab.

2. Click New Envelope. 

3. Next, you will upload your document(s). Upload the document that is to be used with the desired template. For example, if you are wanting to use your Listing Agreement template, you need to upload a copy of that Listing Agreement, filled out with the information for your client and their property. 

4. After you've uploaded your document(s), click Apply Template in the lower-right corner.

5. This will take you to the Apply Templates page. In the left column, you will see a list of your documents in this envelope. In the center, you will see a one-page preview of whichever document from the left column is currently selected. In the right column, you will see a list of templates (both your own personal templates and templates that others have shared with you).

Start by selecting the document in the left column you wish to apply the template to. Scroll/Search until you locate the template you wish to apply. Click on the template name to select that template, and preview what that template looks like on the selected document. 

When you've finished applying your template(s), click Next.

6. After you've applied your templates, you will move on to the Recipients & Signing Order page. You will be prompted to add a name and email address for each recipient in your template.
For example, if your template has 2 recipients, you will see "Need details for 2 recipients". If your template has 4 recipients (2 buyers and 2 sellers), and you only need to send to the buyers, you do not need to add details for the 2 seller recipients; you will be able to proceed without them.

Click on the message, and then click the + symbol, to add their details. After adding your recipients, click Next. 

7. Next, you will arrive at the document tagging page. This is where you will give your envelope a final once-over to ensure all of the required signatures, initials, dates, etc. are in place. 
For documents where templates were applied, any preplaced blocks from the template will be added automatically.
For documents where templates were not applied, you will need to manually place any required blocks. 
Go through the document(s) page by page, manually placing all required fields. For more information about adding blocks to a document in DigiSign, click here.

8. After you have finished reviewing and placing the necessary blocks, click Send. Then you will have the opportunity to edit your email subject line and message before finally clicking Send for Signature.

Method 2 – Create an Envelope from a Template (Using Blank Forms)

This method is for you if: you plan to use DigiSign text boxes to fill out your forms, and want to use a Template to automatically place the signature/initial blocks onto your forms.

To create a new Envelope from a prepared Template using blank forms, follow the steps below. 

1. From the DigiSign dashboard, navigate to the Templates tab.

2. Locate the template you want to use to create a new envelope. You will use the documents and signature/initial blocks in this template to create an envelope and send it out for signatures.

3. Once you've located the template, click on the More (...) button. Then select Create Envelope.

4. Your new Envelope will be created, and you'll be taken to the Upload Documents page of the envelope creation process. 

The documents from the template will automatically be uploaded here. If needed, you can take this opportunity to upload additional documents to include in the envelope. 

Once you're done selecting documents, click Next.

5. Now you will be taken to the Recipients & Signing Order page.

You will be prompted to add a name and email address for each recipient in your template.
For example, if your template has 2 recipients, you will see "Need details for 2 recipients". If your template has 4 recipients (2 buyers and 2 sellers), and you only need to send to the buyers, you do not need to add details for the 2 seller recipients; you will be able to proceed without them.

Click on the prompt, and then click the + symbol, to add their details. 

After adding details for all of your recipients, click Next. 

6. Next, you will arrive at the document tagging page. This is where you will give your envelope a final once-over to ensure all of the required signatures, initials, dates, etc. are in place. 
For documents where templates were applied, any preplaced blocks from the template will be added automatically.

To fill out the blank forms from your template, you can use Text Boxes to manually add text onto the forms. For more information about adding blocks to a document in DigiSign, click here.

7. After you have finished reviewing and placing the necessary blocks, click Send. Then you will have the opportunity to edit your email subject line and message before finally clicking Send for Signature.

BEST PRACTICES

There are lots of different ways to use Templates in DigiSign, and we want you to pick the workflow that works best for you! We've outlined some different approaches below to help you get started.

Separate Documents (Recommended)

This approach is for you if:  you typically prepare envelopes with each form as a separate PDF file.

Ensure that your forms are separate - not merged - when you create your template. For example, if your Listing Agreement (10 pages) and Transfer Disclosure (3 pages) are separate, you will have one 10-page PDF and one 3-page PDF (two PDF files in total). 

This will ensure you can properly apply the 10-page template to the 10-page document, and so on, so that the template and the document are aligned.

Benefit: You don't need to download and merge your forms in any particular order (like below).

Merged Documents

This approach is for you if:  you typically prepare envelopes with several different forms merged into one single PDF file.

Ensure that your forms are merged into one PDF file when you create your envelope. For example, if your Listing Agreement (10 pages) and Transfer Disclosure (3 pages) are merged, you would have one 13-page PDF containing two forms. Additionally, you will need to make sure that all forms are in the same order as they were when you created the template.

This will ensure that your 13-page template, and your 13-page document are aligned.

Benefit: You will only need to apply one template, rather than one template per document (like above).

Maximum Number of Recipients

Whether you're an agent that often mixes up representing buyers and sellers, or just love being efficient - this approach is for everyone!

We've designed DigiSign Templates to be as versatile as possible. This means when you're creating a template for a purchase contract, we recommend that you prepare that template with the maximum number of recipients. What does that mean? Well, that means that you would prepare a purchase contract template with signatures for 2 buyers, 2 sellers, yourself as the agent, and anyone else who would normally sign! Then, when you're using the template, you will only select the recipients you actually need for that particular envelope.

Actions Menu

On the Templates page in DigiSign, you can use the Actions Menu to take various actions on your template.

Create Envelope- This allows you to create a new Envelope using the forms and signature blocks from the template itself, to prepare and send the forms. 

Edit Template - This will take you right back to the template builder. From here, you can add/remove documents, add/remove recipients, and move blocks around!

Share Template - This allows you to share the template with anyone in your brokerage.

Delete Template - This allows you to permanently delete a template.

Note: If the template was created by another user, and that user shared the template with you, you will only have the option to Create an Envelope. You will not be able to edit, share or delete a Shared Template.

Ready for more? Sign up for our DigiSign On Your Time training session, hosted by our Learning & Development team!