Creating templates using eformsign for Microsoft Office

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 eformsign for Microsoft Office.

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 information about setting and managing templates with 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 eformsign for Microsoft Office

To create a template with eformsign for Microsoft Office, you must first download eformsign for Microsoft Office.

Note

For more information about eformsign for Microsoft Office, please refer to Introduction to eformsign for Microsoft Office.

MS Office files such as Word, Excel, and PowerPoint can be uploaded as a template using the eformsign Microsoft Office Add-in.

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

  2. Go to the eformsign ribbon menu in the file.

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

  4. Select a field type.

  5. Adjust the size and position of the field.

  6. Click the Execute button to preview the field.

  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 Recipient, and Need to view steps as you want for each workflow.

Workflow steps
  • Recipient: Signs and fills out documents.

  • Need to view: Only views 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.

    image2

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 eformsign for Microsoft Office. 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.

⑪ Document retention period

Sets the retention period for documents created from the template. If this is not set, then the document retention period for the template follows the company-wide settings.

Note

The retention period can be set from a minimum of 1 day to a maximum of 15 years.

Maximum retention period by year/month/day

  • 15 years

  • 180 months

  • 5,475 days

💡For information on how to set the company-wide document retention period, go to Document retention period.

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 field IDs and then select the desired field ID. The information in that particular field 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

    Document_ID

    A unique ID for the document, represented by a 32-digit alphanumeric combination

    Document_number

    The number generated when the Generate a document number option is enabled in 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 field. 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 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.

  1. 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 field 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 field in eformsign for Microsoft Office.

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

  2. Add the document field 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.

    image6

  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.

Template Settings > Workflow

Tip

Merge workflow steps

You can merge multiple workflow steps into one so that documents can be sent to all recipients at the same time, regardless of the signing order. You can also split workflow steps that are merged together.

Instructions:

  1. Go to Manage templates > Template settings> Configure > Workflow.

  2. Click the workflow step you want to merge with (when merging two steps, you must click the bottom one).

  3. Click the Merge signing order icon displayed at the top left corner of the selected workflow step. The bottom and top workflow steps will be merged together.

  4. You can also split workflow steps by clicking the same icon.

Merge workflow steps (before)
Merge workflow steps (after)

❗ Note that this feature is available only in New from template. For New from my file, the feature is planned to be available in the future.

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.

    Workflow > Manage items

Start: Step for creating a document

Workflow > Start step
  • 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.

  • Document creator information: Require users to enter their information (name, email, etc.) before they open documents created from URL.

  • 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.

  • Identity verification: Require document creators to verify their identity before opening documents created from URL.

    • Require email/SMS verification: Send a 6-digit verification code to the recipient’s email or mobile phone number. The recipient can enter the verification code into the verification window to open the document.

If both the Document creator information and Identity verification options are enabled in a template’s workflow, then when document creators create a document from this template, they need to enter their information and verify their identity to create documents. Note that the document creator’s information and identify verification will be displayed in document inboxes and on the audit trail certificate.

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

  • Block automated document generation by bots: Require users to tick the reCAPTCHA check box before submitting documents to prevent bots from auto-generating documents.

Note

Block automated document generation by bots

By selecting this option, when a person submits a document after creating a document via URL, the reCAPTCHA feature is dispalyed on the Submit document pop-up. The person can submit the document after ticking the “I’m not a robot” check box.

reCAPTCHA

❗Disabling this option allows bots to mass-generate documents from the document URL, resulting in excessive charges.

Tip

How to generate QR code when using the ‘Create documents from URL’ option

When creating a signing link by using the ‘Create document form URL’ option, you can generate a QR code instead of a signing link. You can upload the QR code image on a website or share it with others so the people can create and submit documents by scanning the image using the camera on a mobile device.

Select the Create documents from URL option in the Start step of the workflow and click the Generate QR code button to download the image file.

Workflow > Generate QR code

Recipient: Step for signing or filling out 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 notifications and edit their content.

    • By default, notifications are sent by email. You can also select SMS to send notifications via text messages.

    • Edit notification message: You can edit the 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 fills in the recipient’s contact info: When sending documents to a recipient, this option allows the name and contact of the recipient to be filled in automatically based on the information the recipient enters into the document.

  • Identify verification: Require non-member recipients to verify their identity when opening the document.

    • Require document password: Set a verification password that recipients must enter before opening the document. The password can be the recipient name, a value entered directly by the sender, or the value of a field in the document.

      Require document password
    • Require email/SMS verification: Require recipients to verify their identity using email/SMS. A 6-digit code will be sent to recipients’ email address/mobile number and the recipients must enter the code in the identity verification window.

  • Hide files or sheets: Allows you to choose which files/sheets in the document are hidden from the recipient, if the form consists of two or more files. This option cannot be applied to company members.

  • Disable the decline feature: Does not allow recipients to decline documents.

Note

Selecting recipients in a workflow step

For any given step other than Start and Complete, you can choose to pre-select recipients or choose to allow the sender to select recipients before sending a document.

Workflow > Recipients
  • Sender can add/skip recipient: Allows the sender to enter the contact information of the recipients before sending the document. If the sender does not enter the contact information, this step is skipped.

  • Sender needs to add recipient: Requires the sender to enter the contact information of recipients before sending the documents. If the sender does not enter the contact information, the document is not sent.

  • Group or member: Allows you to pre-select recipients. You can only select groups or members in your company.

  • Recipient of a previous step: Allows you to select the person of a previous step including the Start step.

How to hide files in a document

Tip

Using the ‘Hide files or sheets option’

If you add multiple files to a document, you can hide certain files from recipients in a workflow step. If you upload multiple files to a document, then the Hide files or sheets option appears in the Properties tab of workflow steps in Template settings where you can choose to hide or show each file.

❗Note that the ‘Hide files or sheets’ option is only available when sending a document to non-member recipients.

Instructions

  1. Go to Sidebar menu Manage templates.

  2. Click the Settings icon (⚙)of the desired template.

  3. Go to Configure > Workflow.

  4. Select the desired recipient step.

  5. Select the Hide files or sheets option in Properties on the right.

  6. For each file or Excel sheet, select one of the options below.

    • Required: The file or sheet is shown to the recipient.

    • Optional: The document creator can choose whether to show or hide the file or sheet to the recipient.

    • Hide: The file or sheet is hidden from the recipient.

Hide files or sheets
Complete: Step in which a document is finally completed
Complete step
  • 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: 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 the recipients of status notification messages, and 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

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.

Caution

❗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.

Editing document status notifications

Editing document status notifications
  • Select notification template: The document status notification template is set to the default template, but you can change it to another template if you create one. For information on how to create a new notification template, refer to Notification Template Management.

  • Email title: Sets the title of the email sent when a document is completed.

  • SMS message: Sets the message when a document completion notification is sent via SMS. A link for viewing the document is sent together with the message.

Note

The message size can be a maximum of 65 bytes (65 characters).

  • Files attached & Method: Select the files to be send together with the document completion notification and select the filees to be attached.

    • Download link: A download link button is included in the email or SMS of a completed document, and opens a document viewer page when clicked. In the viewer page, you can view and download the document.

    • Attachment: PDF file(s) are included in the email. However, if the size of the document exceeds 10 MB or file(s) are sent via SMS, then a download link is included instead.

    Caution

    If you send an email notification using the Attachment method, the completed document is included in the email. Therefore, even if is configured to require the recipient to go through identity verification, the recipient can still view and download the document.

  • Edit body: Edits the body of the notification message.

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.