Use Document Group Templates

Document Group Templates in signNow empower you to streamline complex, multi-document signing workflows by grouping reusable templates together. Whether you need to send a set of contracts, onboarding forms, or compliance documents to different recipients, Document Group Templates let you automate, customize, and track the entire process. This guide will walk you through what Document Group Templates are, how they differ from standard Document Groups, and how to create, customize, send, and manage them for maximum efficiency.

What Are Document Group Templates?

Document Group Templates are collections of reusable templates that you can assemble, configure, and send as a single workflow. Unlike one-time Document Groups, which are sent once and then archived, Document Group Templates remain available for repeated use. Each time you send a Document Group Template, signNow generates a new copy for that specific signing event, preserving your original template for future use. This makes them ideal for recurring processes such as employee onboarding, vendor agreements, or compliance packets, where the same set of documents needs to be sent to different recipients over time.

Key Differences: Document Groups vs. Document Group Templates

Understanding the distinction between Document Groups and Document Group Templates is essential for choosing the right workflow.

• Document Groups are single-use collections of documents sent for signing. Once sent, they cannot be reused or edited for another workflow. Each recipient receives a checklist of documents to complete, and after signing, you can download the signed files individually or as a merged document.
• Document Group Templates are reusable. You can edit, add, or remove templates, adjust signing orders, and change recipient emails for each new sending. The template itself remains intact, allowing for ongoing customization and collaboration. Document Group Templates can also be moved to shared folders for team access and management.

This flexibility makes Document Group Templates the preferred choice for processes that repeat or require frequent adjustments. For more details, see the Document Group Template creation guide.

Preparing to Use Document Group Templates

Before you create a Document Group Template, make sure you have all the necessary templates ready in your signNow account. Each document you plan to include should have at least one fillable field. You can upload new documents or use existing templates from your Templates folder. This preparation ensures a smooth setup process and helps you avoid interruptions when configuring signing steps and recipient roles.

Creating a Document Group Template

To start building a Document Group Template, navigate to the "Document Group Templates" section in your signNow dashboard. Click the Create Group Template button to begin. You'll be prompted to add documents by uploading new files or selecting from your existing Documents or Templates folders. Once you've added your documents, ensure each one contains at least one fillable field. You can add fields directly within the editor before saving your template. This step is crucial for enabling electronic signatures and data collection. After organizing your documents and adding fields, click Save and Close to proceed.

Customizing Signing Steps and Recipients

With your documents in place, the next step is to define the signing workflow. Assign recipients to each signing step by dragging and dropping recipient roles into the appropriate order. Each step can include one or more signers, and you can lock or unlock email addresses to control recipient flexibility. This drag-and-drop interface makes it easy to visualize and adjust the signing sequence for complex workflows. You can also assign view-only roles or set up parallel and sequential signing orders, ensuring each document is routed to the right person at the right time. Once your signing steps are configured, click Continue to move to the next stage.

Configuring Email and Security Settings

Before sending your Document Group Template, you have the opportunity to customize email notifications and security settings for each recipient. Personalize the subject and message of each email, select authentication methods (such as two-factor authentication), and set reminders or expiration dates to keep your workflow on track. These advanced options help you maintain security and compliance, while also ensuring recipients receive clear instructions and timely reminders. You can apply settings to all recipients or customize them individually for maximum control.

Sending Document Group Templates

Once your Document Group Template is configured, you can send it immediately or save it for later use. To send right away, click Send For Signing after reviewing your setup. If you prefer to send the template at a later time, access it from the Document Group Templates tab, select the desired group, and choose Send For Signing from the menu. You can enter or update recipient emails, adjust email settings, and finalize authentication or reminder options before sending. This flexibility allows you to tailor each sending to the specific needs of your workflow.

Managing and Organizing Document Group Templates

Efficient management of your Document Group Templates is key to maintaining organized workflows. All templates, including Document Group Templates, are now stored in a single Template folder for easy access. You can duplicate, move, delete, or archive entire groups with just one click, streamlining template management for individuals and teams. Filtering options allow you to quickly separate Document Group Templates from single templates, making it easier to find and manage the resources you need. To collaborate with your team, move Document Group Templates to shared folders, enabling collective editing and sending. For more on shared folders, visit the Shared Documents Folder guide.

Tracking the Status of Sent Document Groups

After sending a Document Group Template, you can monitor the signing progress in real time. The Document Group tab displays the status of each recipient, including who has signed, who is pending, and any actions required. You can also download signed documents individually or as a merged PDF, print documents, view the signing history, or cancel invites if necessary. This visibility ensures you stay informed and can follow up with recipients as needed, keeping your document workflows moving forward efficiently.

Frequently Asked Questions

Related articles