Auto Templates enable Organizations to establish reusable categories of documents, each pre-configured with signer groups and signing fields. Detection criteria can be implemented to identify and determine when a matching document is added to a Package by a user, automatically applying the pre-set signer groups and fields to the matched documents in the Package.
Global Auto Templates allow Syngrafii to provide a global level of auto templates that will be maintained by us for common re-usable documents for various industries.
Auto Templates allow organizations to streamline the process of preparing similar documents with different content. Here's how they work:
- Reusable Document Categories: Organizations can create specific categories of documents that are frequently used within their operations. For each category, they can set up documents in advance with predefined configurations of signer groups and fields.
- Pre-configured Signing Fields and Signer Groups: Within these document templates, the organization can predetermine groups or roles of signers (e.g., Approvers, Reviewers) who are typically required to sign these documents. They can then specify where on the document signatures, initials, dates, or other necessary fields should be placed by the various signer roles.
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Detection Criteria: This refers to the set of rules or conditions that the Auto Templating system uses to automatically identify when a document added to a Package matches one of the predefined categories and a document within it. The identifiers for detection criteria are as follows:
- Document Name: If the name of the document added to the Package matches what was entered as the Document Name match of the Auto Templated Document.
- Metadata: If any of the Metadata (Title, Subject, Keywords etc.) of the document added to the Package matches what was entered as the Metadata text of the Auto Templated Document.
- First Page Text: If the first page of the document added to the Package has any of the text that was entered as the first page text match text of the Auto Templated Document.
- Automatic Application during Package Creation: During the creation of a Package, once the iinked platform recognizes that a newly added document fits one of the auto templated documents (based on the detection criteria), it automatically offers the group of signers to be added and overlays the predefined signing fields to the documents within the Package as applicable. This eliminates the need for manual setup for each new document, ensuring consistency and saving time. The signer groups can be assigned to the signers required in the Package to associate the correct fields to them.
By using Auto Templates, organizations can significantly reduce the administrative burden associated with preparing documents for signing. This is particularly useful in environments where the same types of documents need to be processed repeatedly. Overall, Auto Templates help ensure that documents are prepared correctly, signers are appropriately assigned, and nothing is overlooked, thereby streamlining the workflow involved in managing and executing documents within an organization.