Manage Document Group Templates in One Folder

Managing document group templates just got easier with signNow’s unified Template folder. Whether you’re handling complex multi-document workflows or simply want to keep your reusable templates organized, the new approach brings all your templates—single and grouped—into one streamlined location. This guide will walk you through the benefits, setup, and best practices for managing document group templates in a single folder, so you can save time, reduce errors, and ensure every signing process runs smoothly.

Understanding Document Group Templates and Their Benefits

Document group templates are a powerful feature in signNow, designed for users who frequently send the same set of documents for signing. Unlike single-use document groups, document group templates are reusable, editable, and can be customized for each new signing workflow. This means you can assemble a collection of fillable templates, assign signing steps, and adjust recipient details as needed—without recreating the group every time. The main benefits include:

• Efficiency: Save time by reusing pre-configured groups of documents for recurring workflows.
• Consistency: Ensure every recipient receives the correct documents in the right order, with standardized fields and roles.
• Flexibility: Edit, add, or remove documents and recipients for each new send, adapting to changing requirements.
• Collaboration: Move templates to shared folders for team access and seamless collaboration.

Unified Template Folder: Storage and Viewing Logic

With the latest update, all your templates—including document group templates—are now stored and managed in a single, unified Template folder. This means you no longer need to search across multiple locations to find the right template. Instead, every template, whether it’s a single document or a group, appears in one organized list for quick access and management. This unified view not only simplifies navigation but also enables you to perform batch actions, filter templates by type, and quickly identify which templates are grouped. The Template folder’s intuitive interface ensures you always know where your resources are, reducing the risk of misplaced or duplicated templates.

Differences Between Document Groups and Document Group Templates

It’s important to distinguish between document groups and document group templates, as each serves a unique purpose in your workflow:

• Document Groups: These are single-use collections of documents sent for signing. Once sent, they cannot be reused or edited for future signings. They’re ideal for one-off transactions or ad hoc document bundles.
• Document Group Templates: These are reusable sets of templates that can be sent multiple times. Each time you send a document group template, signNow creates a new copy for that transaction, while the original template remains available for future use. You can edit, add, or remove documents and recipients for each send, making them perfect for recurring agreements, onboarding packets, or standardized contracts.

This distinction ensures you always choose the right tool for your needs—maximizing efficiency and minimizing manual work.

Creating a Document Group Template

Creating a document group template in signNow is a straightforward process that empowers you to build flexible, reusable signing workflows. Here’s how to get started: 1. Navigate to the Document Group Templates section from your dashboard and click Create Group Template. 2. Add documents by uploading new files or selecting from your existing Documents or Templates folders. You can use the intuitive modal to search, filter, and select multiple files at once. 3. Ensure each document has at least one fillable field. You can add fields using the document editor. 4. Once your documents are ready, click Save and Close to proceed. 5. Assign recipients and set up signing steps by dragging and dropping recipient roles into the desired order. This step allows you to define sequential or parallel signing workflows. 6. Customize email settings, authentication methods, reminders, and expiration dates for each recipient. This ensures every signer receives the right instructions and security measures. 7. Review your setup and either send the template for signing immediately or save it for future use. By following these steps, you’ll have a robust, reusable document group template ready to streamline your multi-document signing workflows.

Managing Document Group Templates: Edit, Move, Duplicate, Archive, and Delete

Once your document group templates are created, managing them is simple and efficient thanks to one-click actions available directly from the Template folder. You can:

• Edit: Open a template to add, remove, or modify documents and adjust signing roles as needed.
• Move: Relocate templates to shared folders for team collaboration or better organization.
• Duplicate: Create a copy of an existing template to use as a starting point for a new workflow.
• Archive: Store templates you no longer use but want to keep for reference.
• Delete: Permanently remove templates that are outdated or unnecessary.

These actions are accessible via the three-dot menu next to each template or group in your Template folder, making template management fast and intuitive.

Sending Document Group Templates for Signing

Sending a document group template for signing is as easy as a single click. From the Template folder, locate your desired group template and select Prepare and Send or use the action menu to choose Send For Signing. You’ll be guided through recipient assignment, email customization, and advanced options like authentication and reminders. Once everything is set, click Send Invite to distribute the signing requests. Each recipient will receive clear instructions and secure access to their documents, ensuring a smooth signing experience for all parties.

Filtering and Organizing Templates in the Template Folder

With all templates now in one folder, filtering and organizing your resources is more powerful than ever. Use the filter dropdowns at the top of the Template folder to quickly switch between single templates and document group templates, or to view templates by time period or other criteria. This enhanced filtering makes it easy to locate the exact template you need, even as your library grows. You can also sort templates by creation or modification date, and use the search bar to find templates by name or keyword. For teams, moving templates into shared folders ensures everyone has access to the latest versions, supporting seamless collaboration and compliance.

Tracking the Status of Sent Document Groups

After sending a document group template, tracking its progress is crucial for accountability and follow-up. In signNow, you can monitor the status of each sent group from the Document Groups or Documents section. Here, you’ll see real-time updates on which recipients have completed their signing steps, who is still pending, and any actions required on your part. You can also download signed documents, view signing history, print, or cancel invites directly from the status page. This transparency ensures you always have a clear view of your workflow and can quickly resolve any bottlenecks or delays.

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