Using Templates
Overview
For files that are regularly sent out for electronic signatures, Box Sign templates can be a huge timesaver. With templates, you can create a reusable request process that can be sent to people on as-needed basis.
- Log in to tufts.box.com.
- Select Sign in the left-hand menu.
- Click Templates.
- The Templates page will load. Select New Template in the top-right corner of the page.
- A new template page will appear. To select a file for signing, click the + button and then choose “Choose from Box” or “Upload File.” You can also drag-and-drop a file.
- A preview of your file will appear with a panel on the right-hand side where you can finish preparing your request template.
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To add more files to your request, click on the Add button in the left-hand Files toolbar. You can choose files from Box or upload files from another location. Repeat as necessary.
- (Optional) In the Files toolbar, click on the Lock symbol to prevent files from being added, deleted, reordered, or replaced for this template in the future.
- In the Recipients box, you (Sender) will automatically be listed and your role with be "Get a Copy." To change your role to "Signer" or something else, click on your name and choose the appropriate option.
- Add more recipients to the template as necessary via the following options:
- Add specific recipients/groups – These are people who should be involved in the request every time the template is used.
- In the Add Recipients field, add the names or email addresses of one or more people who you want to receive the request. This field is linked to the Tufts Directory, but you can also list non-Tufts email addresses (e.g. Gmail). Up to 35 recipients can be included in a single request.
- (Optional) Check the box next to “Add as recipient group” if you only need one of the listed individuals to act on the file. The remaining recipients in the group will still receive a copy of the signed files upon completion of the request.
- Click Add. The recipients will be added to the request. More recipients/groups can be added as needed by repeating the previous steps.
- Add generic placeholders – These are individuals who will be named later each time the template is used
- Click Add a Placeholder.
- Click Add a Placeholder.
- Add specific recipients/groups – These are people who should be involved in the request every time the template is used.
- (Optional) To modify a recipient/group, click on them. A panel will appear where you can:
- Change their role on the request
- Get a Copy – Recipient does not need to perform any actions on the file. At the end of the signing process, they will get an email with a link to a copy of the signed file and the signing log.
- Signer (default) – Recipient needs to sign the file and/or complete other fields.
- Approver – Recipient will not be asked to sign the file or fill in any other fields. They simply need to review the file and indicate whether or not they approve of the file’s contents.
- In-Person (not available for recipient groups) – Recipient will sign the file in person, on the sender’s device (computer, smartphone, or tablet). Note that when this is done, the signing log will label their signature as “not verified by Box Sign”.
- Remove Recipient
- Change their role on the request
- (Optional) By default, recipients/groups can act on the request in any order. If necessary, you can force recipients to sign in a particular order. To do so, click on the slider to enable “Specify Signing Order,” then enter numbers in the boxes to the right to indicate the order (1, 2, 3,…).
- (Optional) Click on the Lock symbol to prevent modifications to the list of recipients and the signing order.
- From the Signatures & Fields box, click-and-drag desired form fields into your document.
- Once a field is in place, you can click on it to move/resize it and to see additional options, including who it is assigned to. Note that the options that appear will depend on the field being modified.
- (Optional) Click on the Lock symbol to prevent modifications to the form fields.
- In the Save Location box, select the folder in Box where you'd like to save the completed requests and Signing Logs to.
- Click into the Email Notification box. From here, you can:
- Use the Subject and Message fields to customize the email notification that will go to recipients.
- Configure automatic reminders. When enabled, reminders are sent to anyone who hasn’t signed yet. Reminders are sent on days 3, 6, 11, and 16 after the request is sent.
- (Optional) Click on the Lock symbol to prevent modifications to the email notifications.
- Click into the Options box. Here you can:
- Change the name of the file that will be signed and saved.
- Set the request to expire after a given amount of time.
- When you are done, click the Save Template button toward the top right of the screen.
- Log in to tufts.box.com.
- Select Sign in the left-hand menu.
- Click Templates.
- The Templates page will load with a list of your existing templates.
- Move your mouse over one of the templates and select Use Template.
- A preview of the request will load. Make modifications as necessary. For example, you could click on “Placeholder 1” and replace it with a specific individual that the request needs to be sent to. (Note: Depending on how the template was set up, some items may be locked.)
- When you’re ready, click the Send Request button toward the top right corner of the page.
- Log in to tufts.box.com.
- Select Sign in the left-hand menu.
- Click Templates. The Templates page will load with a list of your existing templates.
- Move your mouse over the template you want to manage and click on the Options button. Options will appear to edit, copy, or delete the template. Click Edit.
- A preview of the request will load. Make modifications as necessary. Note that depending on how the template was set up, some items may be locked.
- When you’re ready, click the Save Template button toward the top right of the page.