Creating templates using Form Builder

About Templates

Templates are electronic documents used for the eformsign service. They are e-documents transformed from existing paper forms such as applications, contracts, and agreements. You can create and upload templates in the eformsign service with its Web form designer or Form builder.

Tip

Using Templates is useful for documents that need to be sent often or regularly. If the tempate is registered once, you don’t have to upload the document file whenever you need to sent the document. You can just easily create and sent documents using the template.

Note

For more information about Web form designer, please refer to Creating templates using Web Form Designer.

To create and send electronic documents via eformsign, you have to create a template first which can be transformed into an e-document.

How to create a template with Form Builder

To create a template with Form builder, you must first download eformsign Form builder.

Note

For more information about Form builder, please refer to Form builder.

MS Office files such as Word, Excel, and PowerPoint can be uploaded as a template using eformsign Form builder.

  1. Open a Word, Excel, or PowerPoint file.

  2. Go to the OZ in Word/Excel/PowerPoint menu in the file.

  3. Choose a location you want to add a component.

  4. Select a component type.

  5. Adjust the size and position of the component.

  6. Click the Execute button to preview the component.

  7. Click the Upload button to upload the file as a template.

  8. Click Create template and set details for the template.

Formbuilder menu

Template settings

You can set the details for the template.

  • General

    Set the template name, abbreviation, document name, document number, etc.

  • Set permissions

    Grant members or groups the permission to use and edit the template and to create documents from it and manage them.

  • Workflow

    Sets the workflow for the document from its creation to completion.

  • Field

    Sets the default values and auto-filled values for fields.

  • Notification settings

    Sets the recipients, and the content of the notification messages for notifying changes in the status of documents created from the template.

Workflow Overview

A workflow is a document process from its creation to completion.

The workflow for each template can be set by template managers by going to Template settings > Workflow.

By default, all workflows have Start and Complete steps. You can add as many Reviewer, and Participant steps as you want for each workflow.

Workflow steps
  • Reviewer

    Approves or rejects documents.

  • Participant

    Signs and fills in documents.

Template Settings

You can set detailed configurations for each template you create.

Note

Only the Company administrator or Template managers can perform this action.

This action can be performed in web browsers of computers and mobile devices, and also in mobile apps.

How to go to the template settings screen

  1. In the sidebar menu, click the Manage templates menu.

  2. Click the name or settings icon (image1) of the desired template.

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General

Template Settings > General

Configure basic settings for the template

Set basic information about the template including the template name, category, validity period, etc.

① Form file

The name of the form file which is uploaded to eformsign from Word, PowerPoint, or Excel using Form Builder. To change the form file name, you need to change the file name of the uploaded Word, PowerPoint, or Excel file and then update it.

② Template name

The template name will be displayed in the Manage templates and New from template pages.

The recommended length of the template name is about 11 characters, including spaces. If the name is longer than 11 characters, you can see the full name by hovering the mouse over the name.

Template Name
③ Template abbreviation

A short name that briefly descries the template. It is recommended to use two or three words.

Template abbreviation can be used in the document number, document name, mail template, etc.

Template Abbreviation
④ Category

Category is used to sort templates by type. With the category name, you can filter templates in the Manage templates menu, and can filter documents in the Documents menus and the Manage documents menu. You can choose from an existing category or create a new category by entering a new name.

You can set multi-level categories with a separator ( / ). For example, if you set a category as HR Team/Vacation, the Vacation category in the HR category is created.

⑤ Description

Enter additional comments about the template. This description is displayed under the template name in the New from template.

⑥ Template validity period

Sets the time period in which documents can be created from this template. By default, the start date is set to the uploaded date and you can change the date.

When No expiry date is checked, documents can be created without a time limit. If you check No expiry date, documents can be created without a time limit. If you uncheck it and set the date, then documents can be created from the template up to that date.

Document settings

Configure additional settings including document naming rules for documents created from the template.

⑦ Document naming rule

Sets the document name when creating the document from the template. If a document naming rule is not set, the template name will be the document name.

⑧ Allow document name change

If Allow document name change is checked, the document creator can change the document name.

⑨ Generate a document number

If Generate a document number is checked, documents are automatically numbered. You can select the document number format and the workflow step in which document numbers are generated.

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⑩ Skip pop-up window when sending documents

Use it when many documents are created and submitted. If this option is unchecked, a pop-up window for entering a message will appear when sending a document. When Skip pop-up window when sending documents is checked, the pop-up window does not appear and the page proceeds to the next step.

General > Setting the Document Naming Rule

In Template settings, you can set the document naming rule for documents created from a template.

You can make a piece of information entered into a document or document-related information to be automatically entered into the document name. If you set the document naming rule, then the document name is automatically entered based on the information of the document. As well, you can see this name in all document pages (In progress, Action required and Completed) and the Manage document page.

Note

Only the Company administrator or Template managers can perform this action.

Manage Documents > Documents List
How to set the document naming rule
Template Settings > Setting the Document Naming Rule
  1. In the sidebar menu, click the Manage templates menu.

  2. Click on the settings icon (image4) of the desired template to go to the Template settings page.

  3. Enter the desired naming rule in the Document naming rule field in the General tab by adding reserved words.

  4. Click the Save button on the top right corner to save the changes.

How to use reserved words Templates
Setting Document Naming Rules Using Reserved Words
  • Component ID: Adds a piece of information in the document into the document name.

    Click the Add reserved word button, and click Component ID to display the list of Component IDs and then select the desired component ID. The information in that particular component will be added to the document name.

  • General info: Adds document-related information into the document name.

    Click General info to display the list of information type and then select the desired information. Information types are as follows.

    Information types

    Description

    Current_date

    The date in which the document is created (e.g. Feb 20, 2020)

    Current_time

    The time in which the document is created (e.g. 02:59 pm)

    Current_datetime

    The date and time in which the document is created (e.g. Feb 20, 2020, 02:59 pm)

    Creator_ID

    The ID of the member who created the document

    Creator_name

    The name of the member who created the document

    Creator_dept

    The department of the member who created the document

    Creator_company Name

    The name of the company in which the member who created the document belongs to

    Template_name

    The template name entered in Template settings > General

    Template_abbreviation

    The template abbreviation entered in Template settings > General

    Company

    The company name entered in Manage company > Company profile

    Company_address

    The address entered in Manage company > Company profile

    Company_contact_no

    The contact information entered in Manage company > Company profile

    Company_ registration_no

    The business registration number entered in Manage company > Company profile

    Company_homepage

    The homepage URL entered in Manage company > Company profile

Tip

Check the status of the Allow document name change field.

Even if the document naming rule is set, if the Allow document name change option is checked, the document creator can arbitrarily change the document name. If you do not want the document name to be changed, then make sure to uncheck the Allow document name change option.

Checking the Allow Document Name Change Option

General > Generating and Viewing a Document Number

You can set a document number for documents created in eformsign. You can set it so that a document number is generated automatically for each template, and can select one of four document numbering formats. The document number can be generated in the document using the document component. You can also see a separate column in the document list and search documents by the document number.

Generating a document number
Setting a Document Number
  1. In the sidebar menu, click the Manage templates menu.

  2. Click on the settings icon (image5) of the desired template to go to the Template settings page.

  3. Tick the Generate a document number checkbox in the General page.

    • Selecting a document numbering rule

    Selecting a Document Numbering Rule
    ▪ Serial number

    Generated in the format of the document creation order

    E.g. 1, 2, 3…

    ▪ Year_serial number

    Generated in the format of the document creation year + document creation order

    E.g. 2020_1, 2020_2…

    ▪ Template_serial number

    Generated in the format of the template abbreviation + document creation order

    E.g. Application 1, Application 2…

    ▪ Template_year_serial number

    Generated in the format of the template abbreviation + document creation year + document creation order

    E.g. Application 2020_1, Application 2020_2…

    • Choosing when to numbered a document

    Start

    A number is generated when a document is created.

    Complete

    A number is generated when a document has been completed after going through all the steps in the workflow.

  4. Click the Save button at the top right corner of the page to apply your changes.

Viewing a document number

A document number can be viewed directly on a document using the document component and can also be viewed in the document list.

  • Viewing a document number directly on a document


You can generate a document number directly on a document by using the document component in Form builder.

  1. Open a file in Word, Excel, or PowerPoint.

  2. Add the document component in the location where the document number will be displayed.

  3. Click the Upload button to upload the file on eformsign.

  4. In Template settings > General, tick the Generate a document number checkbox.

  5. Select a document numbering rule.

  6. Click the Save button to save the settings.

  • Viewing a document number in the document list


Completed - Document List
Completed - Document List - Document Number

A document number can be viewed in the Documents menus (In progress, Action required, and Completed), and the Manage documents menu (requires document management permission).

  1. In the sidebar, click the Completed or Manage documents menu.

  2. Click the column settings icon at the top right corner of the page.

  3. Check Document number in the column list.

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  4. Check that the document number column is added.

  • Searching for a document using a document number


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You can search a document by its document number via advanced search.

  1. Go to the Completed or Manage documents page.

  2. Click the Advanced button at the top right corner of the page.

  3. Select Document number among the search conditions.

  4. Type in the word or number to be searched.

  5. View the search results.

Set Permissions

You can set the permissions for the template usage, template editing and document management.

Template Settings > Set Permissions

Template usage

This permission is needed to create documents from the template, and you can select Allow all or Group or member to allow all the members or some members in the company to create documents from the template.

Template editing

This permission is needed to edit the template, and you can select Members to allow editing the template.

Document management

You can select groups or members to open documents created from the template, void completed documents, or remove documents permanently. You can grant permission for all or some of the three options described below.

  • Open all documents (default): Default permission granted to a document manager and gives the permission to open all documents to authorized groups or members.

  • Void documents (optional): Permission for voiding completed documents when requested by the document creator.

  • Remove documents (optional): Permission to permanently remove documents from the system.

Workflow Settings

You can create or modify the workflow of the template by clicking the Workflow tab in the Template settings page.

Template Settings > Workflow

Adding steps to the workflow

  1. Go to the Workflow configuration page by clicking the Workflow tab.

  2. Click the add button (image8) which is in between the Start and Complete steps.

  3. Select the type of recipient which you want to add.

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    Tip

    You can add as many steps as you want. You can adjust the order of steps by clicking and dragging a workflow step. To delete a step, click - on the right side of the step button.

Configuring the details of each workflow step

You can click a step to set the details such as Properties and Manage items for each workflow step.

  • In Properties, you can configure the details of the step including the step name and recipients.

  • In Manage items, you can set the fields in which the recipient has access to or is required to fill in.

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Start: Step for creating a document


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  • Step name: Change the name of the step. The default name is ‘Start’.

  • Limit the number of documents: Set the maximum number of documents that can be created from the template.

  • Create documents from URL: Create a public link for external recipients (non-members) to review and sign documents directly via URL without the need to login to the eformsign service.

  • Approved domain IP: Set to allow creating documents only form approved domains or IPs.

  • Do not allow duplicate documents: Prevent the creation of duplicate documents and allows to select a field for determining whether a document is duplicated or not.

Recipient: Step for signing or filling in a document


Workflow > Participant step properties
  • Step name: Change the name of the step. The default name is ‘Start’.

  • Notification: Select how recipients can receive notification and edit their content.

    • Select notification method: By default, nofitications are sent by email. You can also select SMS to send notification via SMS message.

    • Edit notification message: You can edit notification message for each step.

  • Document expiration: Set the time period in which documents can be sent by the recipient of the step. If the time period is set to 0 day 0 hour, then there is no document expiration. No document expiration is only available for members.

  • Automatically adds contacts: When sending documents to a recipient, this option allows the name and contact of the recipient to be added automatically based on the information the recipient enters into the document.

  • Set document password: Set to require recipients to verify their identity when opening the document.

    • Verification method: Set a verification password that recipients must enter when viewing the document. The password can be the recipient name, a value entered directly by the sender, or a field in the document.

    • Email verification: Require recipients to verify identity using email. A 6-digit code will be sent to recipients’ email and the recipients must enter the code in the identity verification window.

Recipient - Select recipient

Workflow > Selecting a recipient

You can select the recipient of the step in advance.

  • Group or member: Select the groups or members who will sign and review the document. You can select multiple groups or members, but only one person among the selected can sign and review the document.

  • Handler of a previous step: Select the recipient of the previous step including the Start step to sign and review the document. You can select the step.

Hide sheets or sections

You can choose which sheets/sections of the documents are shown to external recipients in the case of Excel documents with two or more sheets and Word documents with two or more sections.

Tip

Hiding sheets or sections of a document with multiple sheets or sections

When there are multiple sheets or sections in an uploaded document, the Hide sheets or sections option can be shown in the external recipient step of the workflow. You can choose which sheets/sections can be seen by or hidden to the external recipient. You can also choose the person in charge of the step before the external step to choose which sheets/sections can be shown to the external recipient.

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Complete: Step in which a document is finally completed

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  • Step name: Change the name of the step. The default name is ‘Complete’.

  • Backup completed documents in external cloud storages: Allow the document to be stored in external cloud storages connected to eformsign by the administrator or company managers.

  • Timestamp the document when completed: Allow the completed document to be timestamped which proves that the document remains unchanged since that time. This feature will incur an extra charge.

Field

In the Field menu, you can set the default values or auto-fill values for fields in the template, and adjust the order of the fields.

Template Settings > Field

You can set the default value of a field to be the value saved in company/group/member information in Manage custom fields. You can also choose it to be the value entered recently or a value entered manually.

Tip

How to configure auto-fill

You can save information that are frequently entered into a document so that they can be used for auto-filling later.

For example, you can pre-save information about your company or group (such as department name, leader, and representative number) and information about the document creator (including name and contact details). You can add items for related fields and set the default values in Manage company > Manage custom fields.

  1. In the Manage custom fields screen, add a field.

  2. Go to the Manage templates menu.

  3. Click the Template settings icon.

  4. Go to the Field menu.

  5. Enter the default value for the field that you want to be auto-filled.

  6. After completing all the settings, click the Save button.

Notification Settings

You can select recipients of status notification message, view and edit the messages for documents created from the template.

Document status notifications

You can select who will receive status notifications for documents created from the template. You can also preview the following notification message types: approved, reviewed and signed, rejected, voided, and corrected. As well, you can edit and preview the notification messages for completed documents.

Notification settings
Notification template editing

Note

When the Document creator option is checked but the Step handler option is unchecked, a status notification is sent to the person who originally created the document.

When the Document creator option is unchecked but the Step handler option is checked, status notifications are sent to people who have processed the document before the current step, except the document creator.

When the Document creator and Step handler options are both checked, status notifications are sent to both the document creator and the people who have processed the document before the current step.

When the Document creator and Step handler options are both unchecked, no notifications will be sent for that status.

  • When documents are reviewed and signed: When the document is reviewed and signed by internal or external recipients, a notification will be sent stating that the document has been reviewed and signed.

  • When documents are rejected: When the document is rejected by an approver, internal or external recipients, a notification will be sent stating that the document has been rejected.

  • Document void notification: When a request for voiding a document is approved, a notification will be sent stating that the document has been voided.

  • When documents are corrected: When the document is corrected by a document creator, a notification will be sent stating that the document has been corrected.

  • When documents are completed: When the document is completed, a notification will be sent to the document creator, approvers, and recipients stating that the document has been completed.

    Note

    When the Document creator option for When the document is completed is checked and an external recipient creates and submits a document via a URL, the external recipient must enter his/her email in which a notification will be sent to when the document is completed.

Search Templates

In the Manage templates page, you can lookup and search templates by template category.

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① Lookup Templates

Click the box (1) to lookup templates by template status and category. Click X to return to view all categories.

By default, templates are saved in the Sample category. You can create categories in Template settings > General.

② Search templates

You can search templates by entering keywords for the template name and category name.

③ Sort

You can select the template sorting order in ascending or descending by template name or category.