Creating templates using Web Form Designer

About Templates

Templates are electronic documents used for the eformsign service. They are e-documents converted 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. For more information about Form builder, refer to Creating templates using Form Builder.

Template Overview

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

How to create a template with Web Form Designer

You can easily create a template by uploading a file online.

Note

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

Convert the file you want into a PDF file and upload it to eformsign Web form designer.

  1. Drag and drop the PDF file that you want to create as a template, or click the Select a file button to select the file from your computer and upload it.

    Manage Templates > Uploading a File (1)
    Manage Templates > Uploading a File (2)
  2. Select a component that you want to add and drag it onto the uploaded file.

    Dragging a Component
  3. Adjust the size and position of the component.

  4. Set the details in the Properties tab after clicking the component.

  5. View the document by clicking the Preview button.

  6. Click the Next button after you finish designing the form. The Create template page will be displayed.

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 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 notification channels, recipients, and the content of the notification messages for notifying requests or 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 Approver, Internal recipient, and External recipient steps as you want for each workflow.

Workflow Steps
  • Approver

    Sending an e-document approval request to a member in your company.

  • Internal recipient

    Sending an e-document to a member in your company to review and sign.

  • External recipient

    Sending an e-document to a user outside of your company to review and sign.

    Important

    What’s the difference between an approval and internal recipient?

    Both an approver and internal recipient can approve or reject a requested document, but only the internal recipient can designate the next recipient(s) in line in the workflow to process the document.

    In other words, only internal recipients can designate downstream recipients whether it be external recipients, internal recipients, or approvers.

    For example, if you want a recipient in a workflow to have the ability to choose the recipients that come after her/him in the workflow, then you specify her/him as an internal recipient. In this case, when the internal recipient receives a document, then she/he can choose the recipient(s) that come after her/him in the workflow.

Template Settings

You can set detailed configurations for each template you create.

Note

Only the company administrator or template manager can perform this action.

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

  1. Go to Manage templates in the sidebar menu.

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

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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 Template name

The template name will be displayed in the Manage templates and New document 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
② 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. by entering $$.

Template Abbreviation
③ 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.

④ Description

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

⑤ 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. No expiry date is unchecked and set the date, the document can only be created until the set date.

Document settings

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

⑥ 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.

You can add reserved words in the document name using $$ and {{.

⑦ Allow document name change

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

⑧ 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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⑨ 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.

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

How to use reserved words Templates Reserved words

Setting Document Naming Rules Using Reserved Words
{{

This symbol adds a piece of information in the document into the document name.

Enter {{ in the Document naming rule field 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.

$$

This symbol adds document-related information into the document name.

Enter $$ in the Document naming rule field to display the drop-down menu and then select the desired information.

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

Note

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

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 number 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.

    1. Upload a PDF file on Web form designer.

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

      image6

    3. Click the Next button to go to the Template settings.

    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 Completed and Manage documents pages

    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

    image8

    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 template usage 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.

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

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

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Workflow Settings

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

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 (image10) which is in between the Start and Complete steps.

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

    image11

  4. When selected, a step is added to the workflow.

Tip

You can add as many steps as you want. You can adjust the order of steps by clicking the arrow next to a workflow step.

To delete a step, click X on the right side of the step button.

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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 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.

  • 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.

Approver: Step for requesting a document for approval

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  • Display name: Set the text to be displayed in the text box when requesting a document for approval. If you do not enter it, the default text will appear as shown below.

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Internal recipient (member): Step for requesting a document to be reviewed and signed by internal members of your company

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  • Recipient: Select the member that will receive the document in this step.

    • Handler of a previous step: Select an internal recipient that will receive the document. You can choose an internal recipient from one of the previous internal recipient steps in the workflow or the document creator in the Start step.

    • Group and member: Select the groups or members in your company that will receive the document. You can select multiple groups or members.

External recipient: Step for requesting a document to be reviewed and signed by external users (recipients who are not members of your company)

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  • Document expiration: Set the time period in which documents can be sent to external users using this URL.

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

  • Set password: Set a verification password that external 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.

  • Password hint: Set the help message that will be displayed when an external recipient enters a password to view the document.

    image19

  • Require mobile verification to review documents: Require external recipients to verify identity using mobile to open the document. This feature will incur an extra charge.

    Note

    The Require mobile verification to review documents feature is available in Korea only.

Complete: Step in which a document is finally completed

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  • 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.

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 the method to send request or status notification message to recipients, view and edit the messages for documents created from the template.

Notification methods

Select the methods for sending notification messages to internal and external recipients. You can select either email, SMS, or both.

Note

SMS can only be selected by a company subscribed a paid plan. Extra charges will apply.

When SMS is selected, Send via SMS and Send via SMS if failed to send via KakaoTalk are enabled.

  • Send SMS: Send notifications to recipients via SMS.

  • Send via KakaoTalk and if fails, send via SMS: Send notifications via KakaoTalk for recipients who use KakaoTalk and via SMS for recipients who do not use KakaoTalk.

Notification Methods

Edit notification messages

You can view and edit notification messages to be sent to recipients when sending documents created from the template. You can find the default notification messages in the Manage company > Notification template management page and can edit them by clicking the Edit button.

Note

SMS templates can only be edited by companies subscribed a paid plan.

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  • When sending for review and sign > Internal: You can edit the notification messages to be sent to internal recipients when sending a document to be reviewed and signed.

  • When sending for review and sign > External: You can edit notification messages to be sent to external recipients when sending a document to be reviewed and signed.

  • When sending for approval: You can edit the notification messages to be sent to approvers when sending an approval request.

  • When rejecting documents: You can edit the notification messages to be sent to document senders when a document is rejected by approvers, internal recipients, or external recipients.

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.

Note

For notifications sent when documents are rejected, voided, or corrected, only email templates are provided and they are not sent via SMS. Also, SMS templates for document completion notifications (internal/external) can only be edited by companies subscribed a paid plan.

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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 approved: When the document is approved by an approver, a notification will be sent stating that the document has been approved.

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

  • When documents are completed > External: When the document is completed, a notification will be sent to external recipients stating that the document has been completed.

    Note

    When the Document creator option for When the document is completed > External 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.