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Configuring placeholders in a template

SigningHub enables you to add placeholders in a template according to your document approval workflow. A placeholder is a recipient that needs to be added during document preparation mode. In such a case, certain fields with user names or IDs can be defined in a workflow template that can be replaced with the actual signers/ reviewers before sharing the document. 

To add placeholders in a template,
  1. In case of a personal template, click the "Settings" option from the top menu.
    Or in case of an enterprise template, click the "Enterprise" option from the top menu.
  2. Click the "Templates" option from the right menu.
  3. Click  from the main grid header. The "Create Template" dialog will appear.
  4. Specify template name and description in the respective fields.
  5. Click the "Select Document" button and browse the template document. The selected document will be opened to configure template details, as shown below. 

Please follow the numbering to learn the step by step process of adding a placeholder. 
    1. Specify the placeholder name/ ID under the "Add recipients as placeholders" section and click . The recipient placeholder will be added under "Workflow Details" (see step 2).
    2. The list of added placeholders is maintained accordingly along with other recipients under the "Workflow Details" section. Select the "Signer" or "Reviewer" or "Editor" option from adjacent field (as required) to define the role of added placeholder accordingly in the workflow.
      Repeat the steps 1 and 2 to add multiple placeholders, or click the adjacent  to delete it from the workflow. Based on your document approval flow, you can even add the same placeholder multiple times in a document.
    3. Click the "Next>" button to continue.

    4. Select each placeholder (signer) one by one from the "Workflow Details" section, to add an exclusive signature field for them.  
    5. After selecting a placeholder (see step 4), choose whether a digital signature or an electronic signature is required from them. Click the "Digital Signature" or the "Electronic Signature" option as required, and drop it on the document. A signature field with the placeholder name is added on the document.
    6. In case of an electronic signature, the signature field is marked with "Electronic Signature", while for digital signature the signature field is marked with "Digital Signature". Read more about the electronic and digital signatures.
      You can drag and drop the signature field anywhere in the document by using mouse. Also use the bottom right corner to re-size the field as requiredThe system will remember the field size for new signature fields. Now take the cursor to any signature field, and click  to view and edit its details (see step 7), or click  to delete the field.

    7. Upon clicking  from step 6, a dialog will appear to edit the signature field details. See the below table for fields description
    8. Click the "Save Template>" button to continue, or click "<Back" to navigate the previous screen for reconfiguration.
    9. The "Save Template" screen will appear, edit the template name and description if required and click the "Save" button to save these configurations.

    Signature Field Table
    Authenticate signer via OTP
    This field will only appear when you are configuring an electronic signature. Tick it and provide the mobile number of signer in the next appearing field to send them an OTP. When the signer will attempt to sign this document, an OTP will be sent to their (configured) mobile number. The document will be signed only upon providing the correct OTP.
    Recipient  A read-only field to show the placeholder name for whom signature field is being configured.
    Page (Total)
    The "Total" count shows total number of pages of the selected (template) document. Specify the page number (of the document) on which signature is required from the signer. This will move the signature field to the specified page number. However you can also manually move the signature field to the desired page through drag and drop.
    Field Dimensions Set the coordinates/ position (Left, Top, Width & Height) of the signature field. However you can also manually move the signature field to the desired position through drag and drop.
    Always create this field on last page
    This check box is only appeared for configuration, when you drop the signature field on the last page of a template document. Tick it if you want to place this signature field on the last page of workflow document. 
    Save and Cancel buttons
    Click the "Save" button to save the configurations, or click the "Cancel" button to close the dialog.

    1. In case a placeholder (signer) is left without adding a signature field, then their signature field can be added while using the template (during document preparation).
    2. The reviewing activity in a workflow does not require reviewer's signature, so signature field is not added when a placeholder is configured as a document reviewer.
    3. An electronic signature can also be a witness digital signature, if it is generated by using a witness certificate. 
    4. ‚ÄčTo experience the exact settings, it is recommended to use the template (being created) on the same documents. The actual positions of configured signature/ initials/ in-person fields may alter, if this template is applied on different type or size of documents. 

    See also

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