How to Create Signer Groups for Common Signing Processes

Do you find it troublesome to assign the signers one by one when you send out the signing task to your clients or employees? In DottedSign, you can group the commonly assigned signers as the ‘Signer Group’ and save as the standard signing process. You can import it when creating the task to make the process more efficient. Moreover, as the Admin, you can share the Signer Group with your team and assign the permissions to the specific team members, thus boosting the team workflow efficiency.

Every user can create up to 999 signer groups under one Admin’s account, excluding the ones that are created by other members and shared to the user. Upon reaching the limit, the sender can no longer create the new signer group.

*Signer group is a premium function, available for Business plan and above. Subscribe to the business plan with a free trial to start!

How to Create a Signer Group

1. Go to “Settings”.
2. Click “Signer Group”.
3. Click on the “Create New”.
4. Enter the group name, the signers’ names and email addresses. 
5. After completing all the information, then click “Confirm”.

How to Edit a Signer Group

You can easily edit and rename the signer group. Kindly note that you cannot edit a shared signer group created by other users in the team.

1. Start by clicking the three dots, and choose the action.
2. Click “Edit”, and rename the signer group or add new signers.
3. Click “Confirm” when done.

How to Delete a Signer Group

Delete an Unshared Signer Group

1. Click the three dots, and choose “Delete”.
2. The warning message “Are you sure you want to delete this Signer Group?” will appear before taking the next action, and then click “Delete”.

Delete a Shared Signer Group

1. Click the three dots, and choose “Delete”.
2. The warning message “This Signer Group has been shared with the team. Are you sure to delete?” will appear before taking the next action, and then click “Delete”.

*Notes: If you delete a shared signer group, the team members will no longer have access to it.

How to Import a Signer Group to the Task

After creating the signer group, the sender can import the signer group when creating a new task. If the sender creates a new task via using a template, the sender can import the signer group as well.

Import the Signer Group to a New Task

1. Click on the “+”, then click “Get Signature”.
2. Click “Select File”.
   
3. In the “Manage Signers" section, click “Import Signer Group”.
4. Click the signer group you want to import, and click “Continue”.

*Kindly note if you have keyed in signers’ details in the task, the signer group will override the previous settings.

Import the Signer Group to a New Task via Template

1. Click on the “+”, then click “Get Signatures”.
2. Click “Import Template”. (Tutorial: Creating Reusable Templates)
3. In the “Manage Signers" section, click “Import Signer Group”.
4. Click the signer group you want to import, and click “Continue”.
5. The chosen signer group will override the existing signer settings in the template. 
6. Click “Confirm”.
   

*Kindly note when importing the signer group to the template, please ensure the number of signers in the signer group matches with the number of roles in the template. If not, an error window will appear.

From the Admin Perspective: How to Share the Signer Group with Your Team

As the Admin, you can share the signer group as well as grant the permission of your team members to share the signer group on the role level.

1. Go to “Admin Console”.
2. Select “Permissions”.
3. Click “Edit”.
4. In the “Sharing” section, you can assign the permissions to the roles, including Manager and/or Member. 
5. Click “Confirm” when done.

*Notes: If you have withdrawn the permission from the role to share the signer group, the users of the role cannot share their signer groups nor have the access to the shared signer group within the team.

From the Manager/Member Perspective: How to Share Your Signer Group with the Team

You can share the signer group with your team, but make sure you have the permission to share. If you don’t have the permission to share, you can only view the information of the signer group which has been shared by other team members and can not make any changes to the signer group.

1. Go to “Settings”.
2. Click “Signer Group”.
3. Start by clicking the three dots, and choose “Share”.
4. Click “Share Signer Group”, and choose who to share with.
5. Click "Confirm” when done.