Using a template to send your DottedSign signature request can save a lot of time from repeating the same steps such as assigning the fields. (Here’s how: Creating Reusable Templates) When it comes to a team sharing templates, it adds extra value to the team efficiency.
DottedSign’s Shared Template feature is designed to fit such purpose. Not only can the Admin centralize and share the templates to the authorized members but also the team members can take advantage of the shared template to send the signature requests to their clients in a shorter time frame. Instructions are as below:
*Note: Template sharing is a premium feature, available for Business plan and above. Get your free trial here.
How to Share the Template with the Team
To share templates with other members, you need to set up a template first. (Tutorial: Creating Reusable Templates) You will have access to the template’s advanced settings for sharing after creating the template. Please follow the steps below to share your templates.
- Once you have your template ready, go back to the task management dashboard and click “Settings”.
- Click “Template” and select the template that you want to share.
- Click “More (···)” to expand the settings tab.
- Click “Share”.
- Select “Share Template with Group”.
- Select or unselect the checkbox to share with manager and/or member.
- You can also select “block changes when applying the template to create a task” if you don’t allow the task to be changed by any of the team members when using the template.
- Click “Confirm” to share the template with the team.
*Note: If you are the manager or member of the team, you can share the template only if you have permission to do so. If you cannot find the “Share” option in the settings tab, please reach out to your Admin for the sharing permission.
How to Stop Sharing the Template with Team Members
Admin and managers/members who have been given the sharing permissions can always stop sharing the template with the team in a few clicks. Check the steps below to unshare the template.
- Enter the task management dashboard and click “Settings” on the top bar.
- Click “Template”.
- Select the template that you have previously set to share.
- Click “More (···)” to expand the settings tab.
- Click “Manage Sharing”.
- Unselect “Share Template with Group”.
- Click “Confirm” to stop sharing the template with the team.
*Note: The template will also stop sharing when it has been deleted by the owner.
How to View Templates Shared by Team Members
- Enter the task management dashboard and click “Settings” on the top bar.
- Click “Template”.
- Select “Shared with Me”.
- You will find all the templates that are shared with you.
How to Use Shared Templates to Create the Task
- Enter the task management dashboard and click “Add (+)”.
- Select “Get Signatures”.
- Click “Import Templates”.
- Select the shared templates you want to use.
- Click “Continue”.
- Change the “Task Name” if needed.
- Assign the task to your signer by putting in their names and email addresses in the area.
- Click “Continue”.
- Assign the fields that you want the signer to sign and the task will be ready to send out. (Tutorial: How to Add Signers and Assign Fields to Them).
*Note: Template sharing is a premium feature, available for Business plan and above. Get your free trial here.
How to Set the Permission for Team Members to Share Templates
- Go to the “Admin Console”.
- Select “Permission” under the organization section.
- Click “Edit” to change the setting.
- Scroll down to find “Share Templates with the team” under the Sharing section.
- Select or unselect the checkbox to give or remove the permission to the person.
- Scroll up and click “confirm” to apply the change.
*Note: If the Admin changed the sharing settings by removing the role’s permission, templates that were previously shared will no longer be shared within the team.
Frequently Asked: What If We Need More Templates?
The number of shared templates is based on the number of templates you’ve purchased under your account. According to your (the Admin) subscription, the number of templates might differ. Once you have used up all the templates, both the Admin and the members will not be able to create a new template, nor have the access to the existing templates. You may upgrade your account for more templates, or reduce the number of templates in order to continue using the template feature.
There are two ways you can do:
Method 1 - Upgrade your subscription plan
The account upgrade process varies depending on your account subscription type.
- If you subscribed through the self-serve process (via our online checkout): Please reach out to our customer success team at support@info-dottedsign.com.
- If you subscribed through our Sales team: Please reach out to your Sales Representative or Account Manager. The dedicated point of contact will assist you with the request.
Method 2 - Reduce the number of templates
As an alternative, you may also choose to reduce the number of existing templates.
- Go to the “Template” dashboard.
- Click “More (···)” to expand the settings tab.
- Click “Delete”.
- Click “Delete” again to confirm deleting the template.
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