Creating and Managing Document Templates

Where to Find: WE → Documents → Templates

• Create ready-to-use document forms: Instead of typing employee details manually every time, you set up a template once.

• Set up e-signatures (e-Sign): You can attach signing workflows to templates so documents are automatically routed to the right employees and managers for approval and signing.

How to Add a New Document Template

1. Select the target category in the left panel and click Add Template in the upper-right corner.
   
2. In the General Details sidebar:

• Template Name: Enter a descriptive name for internal identification (e.g., Vacation Form).
• Generation Name: Enter a name for the document, such as Vacation Form – Katharina Frank.

      3. In the Template Setup editor:

• Write the main document body.
• Expand categories in the Variables sidebar (such as Employee, Position, or Time Off) and click the + icon to insert dynamic placeholders into the text.
• You can toggle Google Editor, Use Header, or Use Footer to adjust layout formatting.

      4. Save or publish the setup:

• Click Save & Go to E-Sign Setup to assign mandatory signers and placement fields for ImID e-signatures.

• Click + Add From Company and select Authorized to add an authorized representative (e.g., manager or HR) and Employee to add the target employee.
• You can click + Add External if a third-party signer outside the organization is required.

• Locate the added signers under the Signing Parties section on the right.
• Click the plus icon (+) next to each signer’s name to insert their corresponding signature block into the document body on the left panel. Verify that each signature block is positioned correctly within the document layout.

• Turn on the Sequential Signing toggle if signers must sign the document in a specific, strict order.
• If disabled, signers will receive the document simultaneously and can sign it in parallel.

• Under the Viewers section, click + Add to include stakeholders who need to view the completed document without signing it.
• Click Publish Template to make the form available for immediate use without additional signing steps.

• Categories (Left Panel): Select a category (e.g., Time off requests, Vacations, Employment Contracts) to view its associated templates. To create a new category, click the + Add button at the top of the list.
• Template List: Displays all published document forms within the selected category, including creation details, language tags (e.g., EN, RU), and available actions:
• Use Template: Generates a document for a specific employee and sends it for signature.
• For templates without electronic signatures: Select the Primary Employee to populate document variables, preview the document, and click Publish to save and make it available in the system.
• For templates with electronic signatures: Select the primary signer (which auto-fills key document variables), optionally add a message for recipients, and send the document for signature.

• Send To Sign: Send the generated document to the assigned signers. They will be automatically notified (via the default "Document Ready for Signature" notification configured in Settings) so they can proceed with signing it.
• Save as Draft: Save your progress without sending the document out for signature. The document will appear on the Manage page under the Draft status, allowing you to edit or send it later.
• Cancel: Discard all current changes and close the setup without saving.

• Signature Elements (Settings tab): Select the checkboxes for the information you want to display next to signatures (e.g., Show Full Name, Show Job Title, Show Company Name).
• Request Message (Message tab): Use this tab to enter a custom message for recipients. This message will be sent to signers along with the signature request generated from this template.
• Sequential Signing(Signers tab): Toggle Sequential Signing on or off to set the signing order:
• Enabled: Signers receive notifications and can sign strictly in the designated order (the Sign with ImID button appears only when it is their turn).
• Disabled: All assigned signers receive notifications simultaneously and can sign at any time.

Now you know how to configure document templates, create standardized files, and send them for electronic signature when needed.