How to use the OpenSign Quick Send feature to send a document for signature using a template

Step 1: Begin New Template Creation

• Navigate to New template form: On the left sidebar, click on "Templates" to expand the menu. and Click on the "Create template" option.

Step 2: Uploading Your Document

• [1] Choose File: Once the "New template" page opens, click here to select and upload the document file from your computer that needs to be signed. Supported formats include PDF, PNG, JPG, JPEG, and DOCX.
• [2] Choose File from Dropbox: Click the dropbox icon to select the document file from your dropbox account.

Step 3: Entering Template Details

• [3] Title (Required): Provide a title for your template. For example, "Demo Custom Template."
• [4] Description: Optionally add a description to give context or instructions regarding the template.
• [5] Note: Optionally add a note to give context or instructions regarding the document.

Step 4: Set the sending order

• [6] Send in Order
  • If you choose:
  • Yes: Selecting this option will send the signing request to the first signer initially. Once the first signer completes their part, the next signer in the sequence will receive the request. This process continues until all signers have signed the document. This method ensures that the document is signed in a specific order.
  • No: Selecting this option will send the signing links to all signers simultaneously. Every signer can sign the document at their convenience, regardless of whether other signers have completed their signatures. This method is faster but does not enforce any signing order among the participants. Select the option that best suits the needs of your document processing.

Step 5: Auto reminder (feature only avilable for the subscribed user)

• [7] Once you enable the auto reminder, a text field will appear allowing you to set the reminder for a specific number of days.
• Remind once in every (Days): Here, you can set the number of days for the reminder.

Step 6: Proceed to Template Creation Panel

• Next: Click the "Next" button to proceed to the next stage of template creation, where you can add widgets and finalize the template.
• Cancel: If you need to start over or make changes, click Cancel button to clear the form.

Step 7: Template creation

• [1] Define Roles:

  • Add Roles: In the roles section on the right, click "+ Add role" to specify the roles involved in the document, such as Candidate, HR, and Manager.

• [2] Assign Widgets to Roles: Click on each role to highlight it, then drag and drop the widget to assign it to that role.

  • [1] Assign signature widget: Select the Role from the right side panel, click on the signature widget, and position it where the signature is required. You can place multiple signature widgets for each Role, as required.

  After placing the Signature widget, you will see the options on the widget such as:

  • Add Signer/Change Signer: Clicking the first icon on the signature widget allows you to change the signer. You can choose from existing signers in the dropdown or add a new signer.
  • Copy Signature: Clicking on this option reveals the following choices.
    • All pages: It will copy the signature widget to all pages.
    • All pages but last: It will copy the signature widget to all pages except the last page.
    • All pages but first: It will copy the signature widget to all pages except the first page.
  • [2] Add other widgets: Depending on your needs, you can include additional widgets such as: Stamps, Initials, Name, Date, Text, Checkbox, and more.

Step 8: Save Template

Next button: Once you’ve organized your widgets and set their properties, simply click the “Next” button to save your template.

After doing so, a “Create Document” popup will appear, prompting you with the question: “Do you want to create a document using the template you just created?” You’ll have the option to choose either “Yes” or “No.” If you select "Yes": It will create a document using the template you just created. If you select "No": You will be redirected to the Manage templates form.

Step 9: Viewing and Managing Templates

On the Manage Templates page, you'll see a list of templates you've created or have access to. This list provides details such as the template title, file, owner, signers, and whether the template is public. You’ll also find actions like "Use Template," "Quick Send," "Edit," "Delete," and more.

Step 10: Quick Send

For faster processing, the Quick Send feature allows you to swiftly create and send a document to a signer using the selected template.

How to Send the Document:

• Click the Quick Send button next to the template in the list.

• A popup will open where you can assign signers to each role by simply adding their email addresses.

• If you need to create multiple documents, click the Add New button.

After adding the signers, click the Send button. This will generate the document and send an email to the signers with a signature request.

Signers Signing Process

Step 11: Email OTP verification

Once the email is received, the signer can click the 'Sign Here' button. This will open the email verification page. After clicking the 'Get Verification Code' button, an OTP (one-time password) will be sent to the signer’s email address. Enter the received OTP into the verification textbox and click the 'Verify' button.

Step 12: Finalizing the Process:

After verification, the signer will be redirected to the document signing page, where he can view the document received for signing. To sign, the signer simply clicks on the signature widget, which allows them to draw, upload a digitally scanned signature, or type the signature.

After filling out all assigned widgets, click the 'Finish' button. Once the document is finished,.

• The signer has the option of downloading or printing the signed document. He will also obtain the completion certificate if he is the final signer.

• If there are more than one signer, the document will be immediately sent to the next signer. Once all signers have finished their signatures, they can download and print the signed document as well as the completion certificate.

Additional Information

• All fields marked with an asterisk (*) must be completed before the document can be submitted.
• Ensure that the document format is supported by OpenSign before uploading.
• Signed documents can be accessed in the designated 'Root' folder or the one you have specified.

If you require more help, feel free to reach out to our customer support on support@opensignlabs.com.

Happy signing with OpenSign™!write