Prerelease documentation: Share one template to multiple groups

Alert:

This article contains prerelease information. Release dates, features, and other information are subject to change without notice.

Configure access for users to create reusable library templates and share them with their group or account.

Overview

For users who frequently send boilerplate agreements, the ability to create a template can be a massive improvement to the speed at which agreements are created and the consistency of the resultant agreement after the signatures are applied. 

Templates allow a user to predefined the fields and signature placement, reducing (or eliminating) the time used to customize an agreement for each customer.  

Taking the time to fully define a template with properly named and validated fields has multiple advantages, particularly if data exports are used to understand data trends in your forms.

Availability:

Library templates are enabled by default for individual and team-licensed accounts

Enterprise license plans can expose template creation to users or reserve the ability to administrators only.

Configuration scope:

The feature can be enabled at the account and group levels.

How it's used

When a user has access to create library templates, there will be a Create a reusable template tile on their Home tab.

This tile starts the configuration process by providing access to the interface that accepts the core files on which the template is to be built.

The Home page highlighting the "Create a reusable template" tile

Best practices

For accounts that have enabled Users in Multiple Groups, consider creating one group designed for building templates. Then, provide a limited number of users with membership to that group so they can design the library documents that the other groups require.

  • Allowing everyone to create their own templates opens the door to user-driven variance in boilerplate documents and a lack of version control.
  • Additionally, if too many users can create and share templates, you introduce the risk of having multiple versions of the same document and general bloating of the library.
  • Having a smaller dedicated group of users designing all templates ultimately establishes consistency in how the templates are built with respect to field configuration, which greatly improves reporting downstream

Configuration

The controls for this feature can be assessed by navigating to Global Settings > Library Documents

The Global Settings menu with the Library Documents controls highlighted

The configurable options are:

When this option is enabled for a group, the users in that 

foo

By allowing your users to share their templates to the account, you can leverage your user's invested efforts to create their own templates for your entire organization.

When disabled, non-administrative users can only create agreements for themselves, their primary group, or the organization.

When enabled, administrators have the option to share a template with more than one group at a time. The shared template is one parent template accessible by the assigned groups, and if the template is changed, it will be changed for all groups.

When disabled, administrators can only create agreements for themselves, their primary group, or the organization.

An example of a template on the Manage page with the template properties open and the multi-select option for groups highlighted.

When enabled, non-administrative users can share the templates they create with one or more groups that the user has a membership in. 

When disabled, non-administrative users can only create agreements for themselves, their primary group, or the organization.

An example of a template on the Manage page with the template properties open and the multi-select option for groups highlighted.

 Adobe

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