If you and your colleagues send out many eSignature requests, the process can be time consuming - especially if you represent larger parties or have a high volume client base.
eSignature Templates allow you to prepare frequently used documents for signature, saving time and reducing repetitive setup whenever you need to send them.
To get started utilizing eSignature Templates, make sure your firm is on the Business Plan and follow the simple steps below:
Create Signer Roles
Before you create eSignature templates, you'll first need to create Signer Roles. Signer Roles are the types of parties you expect to be involved in signing your eSignature documents.
A Signer Role can be one of the following:
Contact
User
Some examples of Signer Roles include the following:
Client (Contact)
Opposing Party (Contact)
Lead Attorney (User)
Working Attorney (User)
To create Signer Roles:
Navigate to eSignature Templates by clicking Documents in your navigation bar, then hover over eSignature then click Roles.
Click New Signer Role.
Give the role a name, and select whether this will be a User or Contact type of signer. Then, click Save.
Create eSignature Template
Now that we have some Signer Roles created, let's build an eSignature Template!
Navigate to eSignature Templates by clicking Documents in your navigation bar, then hover over eSignature and click Templates.
Click on New Template.
Give this template a name and select the Signer Roles you want associated with it. Click Add Signer Roles to include additional roles for this template. Note:
You may add up to 20 signer roles for an eSignature Template.
Decide if you want to require signatures in a specific order by clicking the optional checkbox and dragging/dropping the Signer Roles as needed. When you're satisfied with your role selection, click Next.
On this step you will build your document. The document editor includes typical text formatting tools such as font, spacing and image preferences, as well as a list of fields related to your client and matter's information. When you are satisfied with your document, click Save Template.
Above is a simplified example of a Retainer Agreement. You'll notice each of the highlighted text sections represent different merge codes that will later populate the actual information about the client or matter. Merge code fields are color coded based on their type.
Types of Merge Codes:
eSignature - this list contains the codes related to all the available eSignature fields such as signature, initials and sign date. This list includes fields for each Signer Role selected on the previous step.
Contact - this list contains the codes that represent information about your clients or related parties, including all of your contact's custom fields.
Matter - this list contains the codes that represent information about your matters or related parties, including all of your matter's custom fields.
User - this list contains codes that represent information about the user that will be sending the eSignature request for signing.
Pro-tip: If you have document templates saved in PracticePanther, you can save time by copying and pasting the contents and merge codes to get started.
What happens now?
Now that you've created your first eSignature Template, you can use it from the following locations:
From the eSignature Templates page - simply click on the 3 dots beside the template you wish to use and click Apply Template.
Note: You can also click Download from this list to view a PDF version of the document before using it.
From the eSignature page - by clicking Apply Template.
From within the eSignature tab found inside a contact or matter's details pages.
Sending your eSignature Template out for signature
Once you've clicked Apply Template from any of the above mentioned places, follow these simple steps to send a signature request:
Select the eSignature template you'd like to utilize.
Select the Contact this eSignature should be linked to.
If needed, select the Matter this eSignature should be linked to.
Search for, and select the user or contact respectively for each Signer Role listed on the template.
Review the Email details and click Next when ready.
6. Make your final document edits.
Before preparing the document for signature, you'll have the opportunity to review the merged eSignature template. At this stage, the merge codes will be populated with the available information from within your selected contact, matter and user fields.
In the event some information was not found (i.e. the field related to the merge code was not populated in your contact, matter or user), you will receive a notification banner. You will find the blank merge codes highlighted in red within your text editor as seen below. Either delete the merge codes or replace it manually if you have the appropriate information available. Note: This banner can be closed at any time.
Additionally, you can review the finalized PDF that will be sent for signing by clicking Export PDF. When you're ready, you can click Prepare for Signing.
7. Review the eSignature fields.
You will be presented with the eSignature page. If you've incorporated eSignature fields as part of your template you can simply review and adjust the placement of these as needed. If any additional eSignature fields are required you may also add them here.
Once you're ready to send the request, click Send for signature!
Enjoy! As always, if you have any questions please don't hesitate to reach out to our Support team anytime.