Document Signing Templates

Fountain Walkthrough: Document Signing Templates

This clickable walkthrough will take you through the process of creating a document signing template and attaching it to the document signing stage

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Create the Document Signing Template

Upload the Document Template to the stage

Start by clicking your initials icon. Then click Company Settings.

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Under Add-Ons, click Document Signing.

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Click the Templates tab.

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Click Create Template.

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Remember! The document must be saved as a PDF!

Click the Template File box or drag and drop the PDF you need signatures for into the box.

Drag and drop the documents below into the box and then click to move to the next screen.

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Click the Add Role box to add additional signers. If you only need the applicant to sign, you can skip this step. For this example, we will only have the applicant sign.

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Click the Merge Keys dropdown to add Merge Keys to the template.

Remember! Merge Keys must be added at this step. You cannot add more Merge Keys once you begin preparing the template.

Learn more about Merge keys

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Type a title for the template and enter a message for the Applicant Portal. This is what the applicant will see when the land in the Document Signing stage.

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Click Prepare Template.

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Click Got it.

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Click the Signers dropdown to select which signer you are adding fields for. For this example, we'll start with Sender which is how we'll add our Merge Keys to the template.

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You will notice the only option for Sender is the ability to add a Textbox. On an actual template , you will drag this onto the document wherever you want Merge Key data to populate. Let's put this in the blank spot for the start date. For the walkthrough, simply click Textbox.

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Now we need to select the Merge Key from the What text goes here? dropdown.

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Click start_date.

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Let's add another textbox onto the document for applicant's name Merge Key. Click Texbox.

Great! Now the start date will populate for each individual applicant.

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Looking good! We do not need to change the Merge Key because Applicant Name is already selected because it was first in the list.

Let's add another textbox onto the document for position name Merge Key.

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Great job!

Now click position in the What text goes here? dropdown.

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Click the Signers dropdown.

I went ahead and finished entering in the rest of the Merge Keys for us.

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Click Applicant.

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You can see that for the applicant we have a lot more options for what we can add to the document such as their signature, initials, the date they signed or even a box for them to type in. Let's first start by adding a Radio Group to the document.

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Radio buttons allow your applicant to choose an option on the form. You can click on each individual circle to drag and resize it or move it individually on the page. Click the tiny + under the second circle to add more radio buttons if you have more then two options to choose from.

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We want the applicant to choose an option so let's click the Required Group toggle to make this required.

You can see the radio buttons are smaller now and closer togther.

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Next, we need to name the radio button group and enter a name for each radio button.

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Awesome work!

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You can also set up rules for your radio buttons so that fields appear or disapeer based on the option that the applicant chooses. I've added a textbox field to demonstrate how this will work.

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Now let's make this text field not required by clicking the Required field toggle to off. We are also going to add placeholder text that says, "color preference".

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Click on the radio buttons to go back to the set up screen and create a rule.

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Click Create rule.

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Choose your condition in the first dropdown. We will choose "is" for this example.

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Next choose which radio button this rule is for. For this example, choose short sleeve.

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Then choose whether to show or hide the field if the applicant chooses the appropriate option. Let's leave this as "show".

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You can see that the color preference text box has a dotted line around it which indicates it is not always visible on the document.

Next, lets add a Dropdown field onto the document for the swag package.

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We need to type the options for the dropdown in the Options box.

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Looks great! Now we would scroll down and type a name for this field. Click to scroll down.

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We will call this field swag package.

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We could also create a rule for the options selected in the dropdown. For this example, let's skip adding a rule here.

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Add a Textbox for the applicant to type their name on the Name line.

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You can drag the corners of any field to expand that field. Click to continue.

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We also need to add a Signature field on the Signature line.

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Finally, let's add the Date Signed on the Date line.

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Perfect! We forgot to add a checkbox for the applicant to agree to the terms. Let's add that now.

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While we're at it, let's also make the text field required. Click the field to return to the Texbox setup screen.

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Let's make sure this is a required field by clicking the Required field toggle to on and also type a name for the field.

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You're really getting the hang of this!

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When you are done adding all fields to the document, click Continue.

Remember! Review the document in full to ensure all fields have been entered before clicking Continue.

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To see your newly created template, click Templates.

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Remember! You must replace the template with a new template in the Document Signing stage before deleting a template that is active in a stage.

Click the Actions button to the left of the template if you want to make edits, manage the signers or remove the template.

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To attach the template to the Document Signing stage, go to the Openings screen under the Jobs tab.

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Click the 3 dots button to the left of the Opening you want to attach the document to, then click Edit Workflow.

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Click the Document Signing stage in the list of stages on the left.

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Click the pencil icon by the document in the Documents section. Please note: there will always be a document uploaded into a Document Signing stage. You cannot delete an active template from the Document Signing stage without replacing it first.

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Choose the new template in the Document Template dropdown.

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Click Update Document.

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Review the Document Signing settings and adjust if desired. For this example, let's turn on the first toggle and turn off the second toggle.

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Great job! You can see we now have additional options we can choose from which will dictate when the applicant will move to the next stage. Let's scroll down and see some of the other settings.

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Other documents can be added for the applicant to sign or you can set alternative documents which the applicant would sign based on rules set up within the stage. This is helpful for things like region specific documents. Please note: If you have multiple templates, they will be grouped into a single PDF if the requiredsigners are the same.

Learn more about DOcument signing settings

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You can also also add Idle Move Rules or adjust automated message settings for the Document Signing stage.

Learn more about IDLE MOVE RULES

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You can also add a Follow-Up message to the stage which is recommended.

Learn more about Automated messages

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When finished making adjustments to the stage, click Save Changes.

It is also recommend that you preview the stage from the applicant's perspective to ensure the Document Signing stage was setup correctly.

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