E-signature Templates allow you to create a document for e-signature once e.g. a new employee contract; and reuse it multiple times but personalised for each person. Insert placeholders such a Employee First Name, Role and Start Date, and have these automatically update with information from Bizimply.
How To Use E-Signature Templates
E-Signature Templates work by combining document templates with employee profile data, allowing managers to send documents that are automatically populated and ready to sign.
Creating Templates
Please note: you must be an admin for have the "Manage E-Signature Templates" permission ticked on your Account Access to complete this action.
Login to Bizimply
Navigate to the Documents icon from the Dashboard
You will see the tab"E-Signature Templates"
Click "Add Template"
Enter a template name
Upload the document you wish to add a tempate - it should be a PDF of docx format
Click "Next"
This will open the E-Signature Modal to set up your placeholders for your template
IMPORTANT - You must select "Sender" within the dropdown on the top left-hand corner to start this process of entering placeholders
Once you have selected 'Sender' you can drag and drop the "Textbox" on the left hand side to allow for a placeholder to be inserted into the template.
After you drag and drop in a textbox, on the right-hand side you will see options for updating this text box when it's selected. The option "What text goes here" will show you option from the employee profile on Bizimply, so choose the one that should be auto-filled into the template e.g. First Name
Continue adding in each filled that will need to auto-populate into the template.
Once you're happy with the auto-filled fields on the template, the final step is to put in the option for the Signature
IMPORTANT: In order to add a signature, you must select "Employee" in the top left corner (where you had previously selected Sender"
Once this is selected you can drag and drop the signature field from the left hand side to where you wish it to appear on the template.
Click "Save Template in the hbottom right corner. It is now "active" in Bizimply and available for users to send.
How to send out an E-Signature Template
E-Signature templates can be sent either to an individual employee or in bulk to multiple employees.
Option 1: Send from the Employee Profile (Single Employee)
Navigate to the Employee Profile.
Select the relevant Documents tab and click “Request E-Signature”
In the pop up, type in a Subject for the employee to see when the email is sent.
You can also type in a message in the Message box.
You will see the option to then "Choose a Template". Click on this.
Select a template from the dropdown menu provided. Only active templates will appear.
Review and ensure you're happy with the subject, message and template, then click "Send E-signature Request".
Only active templates will appear in the template dropdown. If a template is not visible, ensure it is activated in the Template Management section.
Option 2: Send in Bulk from the Employee Table
Go to the Employee Table.
Select one or more employees using the checkboxes.
Click Actions.
Choose Request E-Signature from the options available.
In the pop up, type in a Subject for the employee to see when the email is sent.
You can also type in a message in the Message box.
You will then see the option to "Choose a Template". Click on this.
Choose the relevant template from the dropdown menu. Only active templates will appear.
Review the content and template choosen, then click " Send E-signature Request".
The system will automatically merge employee-specific fields for each recipient.
Only active templates will be available for selection.
Handling Missing Employee Data
If some employees are missing profile information required by the template:
A warning is shown before sending
The document can still be sent
Any missing fields appear blank
Please keep this mind in case you which to update the employee profiles with data before you send the e-signature request.