This article discusses how to create a Vinesign template and how to send documents to be filled and signed. To learn more about managing your Vinesign account and adding or changing users, read Set Up Vinesign.
The steps for creating and sending a document in Vinesign include:
Upload Files
The first step to using Vinesign is uploading one or multiple files. Those files can be saved in Vinesign as a template to be used in multiple documents. If you have already uploaded and saved the template you’d like to edit, you can begin designing your template.
To upload, click the Templates tab at the top of the page. On the templates page, select Create Template.
On the upload page, drop files in the dropbox, or click Upload Files to select a .pdf, .docx, or .doc from your computer files. You can upload up to 10 files.
Uploaded files appear in a list to the right in the Selected Items panel, in the order they were uploaded. The order of the list determines the order in which the selected items will appear in the template. To reorder the list, click the vertical dots icon beside an item and drag it to the desired position. To remove an item, click the X icon beside the item.
After uploading and ordering all desired files, click Next to continue on to designing the template.
File Types and Limitations
Docx and .doc files will be converted to a .pdf upon upload. Vinesign does not support other file types.
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Max File Size |
20 MB |
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Recommended Size |
5 MB |
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Max Pages |
3,000 pages |
For best performance, we recommend uploading files of no more than 5 MB.
Errors will occur if your file is too large or unoptimized. If you encounter problems uploading your .pdf, try optimizing the .pdf for “minimal size” or saving it to the .pdf/a format through Adobe Reader.
Design a Template
To design a new template, skip to the next paragraph. To edit an existing template, select Templates from the top menu. Beside the template you’d like to edit, click the vertical ellipsis in the Actions column, and select Edit from the dropdown.
In the Design page, multiple files appear in one collated document, in the order that was chosen when the files were uploaded. Designing a template includes adding signers as needed, and then choosing and placing fields on the document. In the signer panel on the left, you can manage and add signers and add fields. Adding a custom Text Field will open the Field Properties panel on the right, where you can view the new custom field options.
Manage Signers
In the left-hand panel, click the Signer 1 dropdown to add, switch, or manage signers. Signers and their assigned fields are color-coded for ease of use, so Signer 1’s fields will appear yellow in the document, Signer 2’s blue, and so on.
In the dropdown menu, you can add additional signers, manage signers, and switch between them. Signers are named Signer 1, Signer 2, and so on by default, but signer names can be changed by clicking Manage Signers from the dropdown. For example, a user might name Signer 1 “Client” and Signer 2 “Attorney.”
For Multisign documents, the document will be sent to signers in the order that they are added. The order of signers cannot be changed once they have been added, so use caution when determining which fields are assigned to which signer.
Signers can also be removed in the Manage Signers modal. Removing a signer will also remove all of their assigned fields. Only the last signer can be removed, so use caution when adding signers. For example, if you’ve added four signers, and you’d like to remove Signer 2, along with all of their fields, you would first need to remove Signer 4 and Signer 3.
Add Standard Fields
Vinesign offers four standard fields: Signature, Initials, Name, and Current Date. The client will be able to draw or--if you choose--enter or upload their signature and initials for the respective standard fields. Name and date fields will be filled automatically and will not need to be entered by the recipient.
To add a standard field, select the signer you’d like to assign the field to from the Signers dropdown, scroll to the correct page in the document, and drag the field to the desired place. Fields cannot be dragged across document pages, so be sure to scroll to the desired page before clicking to add the fields.
Add Custom Fields
Vinesign offers two types of document custom fields: Text Fields and Check Boxes.
To create a custom field, click the desired field in the left-hand panel. The field will be added to the Document Custom Fields below, where it can be used again or for other signers.
Once a custom field has been created, you can adjust the name and other options in the Field Properties panel, which will open on the right.
Both field types can be renamed or marked required. Rename the field to make it easily identifiable. Select Signer must enter a value to make the field required. Text fields can also be made read-only by selecting Signer cannot change value and entering a preset value.
If your Vinesign account is linked to a Lead Docket account and you’d like to auto-fill the field, enter a merge code for the field. Learn more about adding merge codes for Lead Docket. Filevine merge codes cannot be added in a Vinesign template. Learn more about using Filevine with Vinesign.
Review and Save
Once the signers and fields for the template have been created and set, click Next to continue to the Review & Save page. Here, you can create or edit the template name, preset the signers, and change signature and message settings.
When you have named the template and added these options, you have the choice of either saving the template and returning to the Templates page, or saving and continuing on to the Send page.
Preset Signers
Click the dropdown caret next to Preset Signers to set a specific user for any of the signers. Setting a signer for the template means that the name, contact information, and authentication settings for that signer will always be automatically filled when sending the template.
If you have a template that will always need to be signed and filled by the same user, presetting that user as a signer will save you time.
Signature Settings
Click the dropdown caret next to Signature Settings to choose your signature color and allow additional signature options like a typed signature.
Message Settings
Customize the message for the signees under the Message Settings section. Custom messages are saved as part of the template when added in the Review & Save page. To create a custom message for a single document, without saving the message to the template, edit the message in the Send page when sending a document. A custom message can also be set for your entire organization in the Settings section.
To revert to the default SMS message and email subject and body text, click Load Default.
To change the language of the default message to Spanish, select Spanish. Selecting Spanish changes the signee experience (prompts, buttons, and confirmation email) to Spanish as well.
Notifications
Click the dropdown caret next to Notifications to choose your preferred notification settings for this template. By default, the options are set to your user notification settings or, if you have not chosen any, your organization’s notification settings.
In the Notification Email(s) field, enter the email addresses that you’d like to send notifications to. By default, the Email(s) field will contain the email address of the user who’s sending the document. When entering multiple email addresses, separate each address with a comma.
In the Type section, you can select from the following notification types:
- Click the Sent checkbox to send a notification email when a document is sent and received by the recipients, but not yet opened.
- Click the Viewed checkbox to send a notification email when the document’s recipients have opened the document, but haven’t signed yet.
- Click the Declined checkbox to send a notification email when a signer has declined to sign the document.
- Click the Signed checkbox to send a notification email when a signer has signed the document.
- Click the Completed checkbox to send a notification email when all signers have finished signing the document.
At the top right of the Notifications section, click Use Org Notifications to revert to your organization’s notification settings.
Reminders
Click the dropdown caret next to Reminders to choose your preferred reminder settings for this template. By default, the options are set to your organization's reminder settings.
Select Send Signers Automatic Reminders to choose the desired reminder frequency. The reminder frequency options appear below. Select the desired reminder days. For example, selecting the Day 1 and Day 5 checkboxes will send signers an email reminding them to sign the document on the first and fifth day after sending.
Send a Document
Documents can be sent via both text and email to recipients. Learn more about how your document will appear to the signee.
To navigate to the Send page, select the Documents tab from the top of the page and then click Create Document. Upload files using the dropbox or Upload Files button. To add a template, click the + icon beside the template in the list. You can add up to 10 files or templates.
Sending Templates
Only templates that have the same number of recipients can be sent together.
If only one template with preset signers is selected, their information will appear in the Signers section of the Send step. However, if multiple templates are selected, any preset signers will not appear in the Signers section.
When templates with other preset settings are sent with other files or templates, the preset settings will not appear in the Send step.
Manage Selected Items
Added files and templates appear in a list to the right in the Selected Items panel, in the order they were uploaded.
The order of the list determines the order in which the selected items will appear in the merged document. To reorder the list, click the vertical dots icon beside an item and drag it to the desired position. To remove an item, click the X icon beside the item.
After uploading and ordering all desired items, click Next to proceed to the Design step.
Document Information
Fill out the Document Information section. If you have integrated with Filevine, you can choose a project to associate with this document by filling the Associate with a Project box.
Signers/Recipients
Fill out the Signers or Recipients section. If the document template only has one signer, you will have the option to send separate copies of a document to multiple recipients. Click Add Recipient to add one recipient at a time, or click Import Recipients to import a .csv file of up to 1,000 different recipients with Bulk Send. These options are not available for templates that already include multiple signers.
For a template with multiple signers, fill out the information for each signer. Learn more about multisign sending.
Gesture Authentication
To have a recipient authenticate via a photo, select Require gesture authentication for that recipient in the Signers section.
Gesture authentication provides an extra level of authentication by requiring your recipient to upload a photo of them making a randomized gesture. Vinesign authenticates signatures in many ways, but if you would prefer this additional level of authentication, select Require gesture authentication. If you do so, we recommend you let your signer know you'll be requiring a photo.
Signature Settings
The signature settings you find on the Review & Save page are also available here.
Click the dropdown caret next to Signature Settings to choose your signature color and allow additional signature options, like a typed signature.
Message Settings
The message settings you find on the Review & Save page are also available here. Edit the custom message in the Send page to create a message for a single document without saving it to the template. To save a customized message as part of a template, save the custom message in the Review & Save page. To revert to the default SMS message and email subject and body text, click Load Default.
To change the language of the default message to Spanish, select Spanish. Selecting Spanish changes the signee experience (prompts, buttons, and confirmation email) to Spanish as well.
Notifications
Click the dropdown caret next to Notifications to choose your preferred notification settings for this document. By default, the options are set to your user notification settings or, if you have not chosen any, your organization’s notification settings.
In the Notification Email(s) field, enter the email addresses that you’d like to send notifications to. By default, the Email(s) field will contain the email address of the user who’s sending the document. When entering multiple email addresses, separate each address with a comma.
In the Type section, you can select from the following notification types:
- Click the Sent checkbox to send a notification email when a document is sent and received by the recipients, but not yet opened.
- Click the Viewed checkbox to send a notification email when the document’s recipients have opened the document, but haven’t signed yet.
- Click the Declined checkbox to send a notification email when a signer has declined to sign the document.
- Click the Signed checkbox to send a notification email when a signer has signed the document.
- Click the Completed checkbox to send a notification email when all signers have finished signing the document.
At the top right of the Notifications section, click Use Org Notifications to revert to your organization’s notification settings.
Reminders
Click the dropdown caret next to Reminders to choose your preferred reminder settings for this document. By default, the options are set to your organization's reminder settings.
Select Send Signers Automatic Reminders to choose the desired reminder frequency. The reminder frequency options appear below. Select the desired reminder days. For example, selecting the Day 1 and Day 5 checkboxes will send signers an email reminding them to sign the document on the first and fifth day after sending.
Options
If you are not sending a single template, then the Options section appears at the bottom of the page, where you have the option to save the document as a new template. To do so, enter the desired template name into the field. Once the document is sent, your new template will be available in the Templates tab.
Multisign Sending
When a multiple-signer document is sent out, the document will be sent to the first signer. Once they have signed and filled the document, the document will be sent to the second signer, and so on, until the document has been filled by all signers. The creator of the document will be notified via email whenever a signer completes the document.
Once all signers have filled the document, a copy of the completed document will be sent to all parties.
Review Documents
Once a document has been fully signed, the sender will receive an email with the signed document and verification page attached as separate files. If the signed document contains multiple files, the signed files will appear as separate attachments, along with a single verification page for the entire document.
You can view the status, history, and verification of your documents in the Documents tab in Vinesign. This tab also has options for copying, resending, and deleting a document. Click Documents along the top of the page to navigate to this tab. Learn more about the Documents tab.
Reports
You can see an overview of your sent documents by clicking the Reports tab along the top of the page. This tab will allow you to easily see how many documents you’ve sent within a defined time range, and the status of all of those documents. Learn more about the Reports tab.
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