1. What is the template and bulk send feature?

The template and bulk send feature in JioSign allows users to create reusable document templates and send them to multiple recipients for signing. It simplifies the process of sending documents for signature by automating the creation and distribution of documents. Note that you can use the template feature for all your documents that you send often for signing and want to spend the least possible time in sending them.  

2. How can I create a new template in JioSign?

Create a new template by following below steps: 

1.  Access templates: Go to the ‘Templates’ section from the top menu bar. 
2. Create new template: Click on ‘New Template’. 
3. Upload basis PDF: Upload the PDF file that will serve as the foundation of your template and proceed. 
4. Add supporting documents: If needed, include any additional supporting documents in the “Upload Template” section. Click ‘next’ to continue. 
5. Add participants: By default, ‘Participant-1’ is included. You can add more participants by clicking ‘Add participant’. To ensure clarity, rename roles (e.g., change ‘Participant-1’ to ‘Manager’). These names will be used in a custom CSV file for bulk sending. 
6. Email/Mobile fields: Leave these fields blank for sending to different participants each time or define them for fixed participants. 
7. Set action and reminders: Establish default rules for participants, which can be manually changed when using the template. 
8. Manage fields: On the ‘Manage field’ page, select and place the required fillable fields on the document. Add all necessary fields and proceed. Use the on-page instructions to modify these fields as you need. 
9. Custom message and save: Add a custom message and save the template. Your new template is now ready for use. 
10. These steps will help you efficiently create a template in JioSign for your documents. 

3. Who has access to the Templates feature? 

The Template functionality is currently available only for Business Accounts (BAs). 

4. Can I edit or delete existing templates?  

Absolutely. JioSign provides you with the ability to edit and delete any existing templates that are created by you as a template owner. This gives you the flexibility to make changes to your templates as per your requirements. Just go to the template you want to delete or edit, click the drop-down next to it and select the action you want to take. 

5. Can I share access to the templates with other users in my business account or sub-group?  

Yes, JioSign allows you to provide access to the templates to other users within your business account. This enables collaboration and ensures that all authorized individuals can use the templates as needed. 

6. Can I customize the signing process for documents created from templates?  

Absolutely. JioSign offers customization options for the signing process. You can set the signing order, specify authentication requirements, and add fields specific to each document created from a template. 

7. What access do group managers have over templates? 

Group managers have access to all templates owned by BA users in their respective sub-groups. The access rule for templates is the same as for documents. If a group manager can see the documents of a particular group or users, they can also see the templates owned by them. Group Managers also have privileges to delete the templates. 

8. Can group users or development managers see templates of others? 

By default, group users and development managers cannot see the templates of others. However, the template owner can make a specific template accessible to all members of the business account. 

9. Are previous versions of templates accessible to users? 

No, there is always only one latest version of the template available for users.  

10. Can templates be created, managed, or used through the API? 

No, it is not possible to create, manage, or use templates through the API. All actions related to templates, including creation, management, and usage, are accessible only through the JioSign portal. 

11. Can I delete a template? 

The template owner and group manager have the authority to delete templates. However, group users cannot delete templates owned by other group users. 

12. How can I share a template with everyone in my group? 

As the template owner, you can manage access to your templates. By clicking on “Manage Access” for a specific template, you can choose to share it with everyone in your business account. This enables easy distribution of the template within your group. 

13. How can I search for templates based on their names? 

JioSign.com provides search functionality that allows you to find templates based on their names. You can enter keywords or the full name of a template to quickly locate it in the search bar under the template section. 

14. What templates will I see by default? 

By default, you will be able to see all the templates that you have access to. However, you can also choose to view only the templates related to you by selecting the “My Templates” option from the right panel.

15. Can I add supporting documents to a template? 

Yes, you can add supporting documents along with the main document to your template.  

16. How can I add participants to a template? 

In the add participants section of the template creation process, you can add multiple participants by clicking on the ‘add participants’ button. Participants can be either fixed or custom. 

17. What is the difference between fixed participants and custom participants? 

Fixed participants require you to enter their participant ID (email/mobile) directly. On the other hand, for custom participants, you can leave the participant ID blank and fill it in only while using the template. 

18. How can I add a custom message to my template? 

In the “add message” screen, you can enter your custom message. This custom message will be prepopulated every time you use the template. 

19. How can I use a template to create documents for signing?

Once you have created a template, you can utilize it to generate multiple documents for signing within JioSign.com. Simply select the ‘Use Template’ button on the dashboard or under the template section, fill in the necessary details, like the recipient’s email or mobile number, and send the documents to the intended recipients for signature. JioSign also provides you with the option to upload a list of recipients along with the fields required to send multiple documents at once using bulk send.  

20. Can I use templates for different types of documents, such as contracts, agreements, or forms? 

Absolutely. The Template and Bulk Send feature is versatile and can be used with various types of documents. Whether it’s contracts, agreements, forms, or any document requiring signatures, templates can simplify the process for you.

21. How can I fill in missing participant details when using a template?

You have two options: 

• Manually fill in missing participant details, resulting in one document being created. 
• Upload an Excel file with filled rows, creating one or multiple documents based on the number of rows in the file. (Bulk send) 

22. What is the purpose of the template and bulk send feature in JioSign? 

The bulk send feature allows users to send documents for signing to multiple recipients simultaneously, saving time and effort. The document sender uploads an Excel file to JioSign with prepopulated details about each participant, and each recipient receives a unique copy of the document for signing. 

23. How do I initiate a bulk send using document templates in JioSign? 

To initiate a bulk, send, go to the template section and download the Excel sample file specific to the template you want to use. Populate the file with the predefined fields for each document/participant. Each row in the file represents one document. Once populated, upload the file for the selected template on the add participant page. Follow the on-screen instructions and send the document. 

24. How do you send documents in bulk using bulk send? 

Follow the steps mentioned below to send the document in bulk:  

1. Download the excel template: Access the template section and choose ‘Download Excel Template’ from the drop-down menu beside the template. 

2. Fill in the excel template: Once the excel template is downloaded, input the necessary details you wish to populate in the document. Leave the fields intended for the document signer blank. Ensure participant emails or mobile numbers, where the document will be sent, are filled. 

3. Using the template: Return to the template section and click ‘Use.’ Navigate to the ‘Add Participants’ screen. Choose the ‘Fill custom fields by uploading an Excel file…’ radio button. 

4. Upload prepopulated excel file: Upload the prepopulated Excel file. If there are image files defined in the Excel, select and upload them as well. Allow the system time to process the uploaded image files. Click ‘Next’ once the processing is complete, and you’ll be notified about the background processing. 

5. Access bulk send document draft: Upon completion, you’ll receive a notification containing a link to the bulk send document draft. Alternatively, access the draft by going to the draft section and selecting ‘Bulk send drafts.’ 

6. Preview and confirm: Review different documents by selecting the document name from the dropdown menu at the top left. If satisfied, proceed by clicking ‘Next.’ 

7. Send the documents: Click ‘Send,’ and all your documents will be instantly dispatched to the designated recipients. 

25. How are the documents named when sent in bulk? 

Each document sent in bulk will be named as “Template name” + “Date” + “Row number from an Excel CSV file”. For example, an NDA document sent to a recipient in row number 10 will be named “NDA Document-12042023-10.” 

26. What does bulk send processing in the background mean? 

While using the bulk send feature, the user will receive a message regarding background processing. The creation of draft documents during the template process requires considerable processing, which causes delays. A message will be displayed to inform you about the delay, and the processing will continue in the background while you can continue using JioSign. 

27. What happens after the processing is completed? 

Once the processing is completed, you will receive a notification via email or SMS with a link. Clicking on the link will redirect you to the field placement page. You can also navigate to the draft section to find the bulk send request saved as a draft and proceed from there to complete the bulk sending of documents. 

28. Can I track the status of documents created from templates?  

You can track the status of the document as you typically would by going to the ‘view documents’ section and clicking on the document name. 

29. Are there any limitations on the number of documents I can send using the Template and Bulk Send feature?  

Using the template feature, you can send one document at a time. In case you want to send multiple documents at once, you need to use bulk send, which allows sending up to 1000 documents at a time.

30. How do document access and handling rules apply when using a template? 

If a document is created based on a template, the standard document access and handling rules apply. Any access restrictions, permissions, or sharing settings configured for the document will be applicable as usual. 

31. How can I download an Excel template for bulk sending? 

You can download an excel file that is compatible with the template by clicking on the drop down next to it and then selecting ‘download excel template’. This Excel file can serve as a basis for bulk sending, making it easier to send documents to multiple recipients at once. 

32. Can I make changes to the prefilled details or add new fields in the “Manage Fields” section? 

Yes, you can make necessary changes to the prefilled details or add new fields in the “Manage Fields” section. However, these changes will only be reflected in the sent document and not in the template itself. 

33. What is the signer’s experience when receiving a document with fillable fields?

The signer will receive an email/SMS to sign the document as usual. Upon clicking the link, the signer will be redirected to the document signing page. The signer will see fillable blank fields that are required to be filled.  

The signer can navigate by clicking on the field name or directly scrolling to the field card. The signer should fill in the data as defined by the template owner or the template creator, and then click on finish to complete the document signing process.  

34. What happens if the template does not have any custom participants or fields? 

If there are no fillable fields present in the template and you attempt to download the Excel template, you will receive a popup message informing you that bulk sending cannot be used since the template doesn’t have any custom participants or fields. 

35. What happens if there is an error in the uploaded Excel file? 

If there is an error in the uploaded Excel file, you will receive an error message notifying you of the issue. Please review the file and re-upload it to proceed. 

36. How can I preview each document before sending it in bulk? 

You can select the document from the right panel by clicking on the dropdown and getting a preview of each document. 

37. How can I view the documents sent using bulk send? 

All bulk sent documents will be visible in the “View documents” section. You can filter out the bulk-sent documents by unchecking the “View bulk sent document” option under the filter. 

38. How can I resize any custom card or image card inside the template? 

To resize a custom or image card within the template, simply click and drag the edges or corners of the card/image to adjust its size as needed. For images cards, you can also provide input values on the right-hand side panel to define height and width in pixels.  

39. What is the maximum size of image that is allowed to be uploaded? 

The maximum size permitted for image uploads is 1MB for a single document and 30MB in total in the case of bulk sending.  Please ensure your images adhere to this limit when uploading. 

40. How can I compress my images? 

You can use different tools available online for free by just searching “free bulk compressor” on any search engine.  

41. How can I rename any custom field to meet my requirements? 

Use the text custom field in case you want to rename it to meet your requirements. To rename a text field, the field will appear on the right. Enter the desired name to customize it accordingly. 

42. I received a notification mentioning that draft creation failed for a few of the documents, what action should I take to send those documents again? 

Identify the rows for which the draft creation failed. Create a new excel with only those rows for which the draft creation failed and reupload it to initiate bulk send process gain.