Overview
eSign lets you send a tenant a document to sign electronically, straight from their record. Each request goes to a single tenant and carries a single document, so it fits individual situations.
To send a document for signature, you first prepare the document itself: a file that already includes the tags that fill in the tenant and lease details. You attach that file to a document template, and then attach the document template to an eSign email template.
This article covers creating both - document and eSign templates.
Prerequisites
Corporate-level access. The document template and the eSign email template are both created at the Corporate level.
Create, Read, Edit (Template) permission at the Corporate level.
A signable document file in docx format, no larger than 20 MB.
ℹ️ Info: Some options from this article may be hidden or disabled if your account does not have the required permission. Contact your administrator to request access.
Step 1: Switch to the Corporate Level
The document template and the eSign email template both live at the Corporate level, so the workflow starts from there.
In the top bar, open the Facility Switcher.
Select Corporate.
Step 2: Open the Templates List Page
The Templates page lists every template available to your company.
In the left menu, open Templates.
Select List.
Create a Document Template
A document template holds the file the tenant will sign. You need to create it before attaching it to the eSign email template.
Step 1: Open the Add Manual Template Page
Navigate to the Add Manual Template page.
In the top-right corner, select Add New.
Select Manual Template.
Step 2: Name the Document Template and Set its Status
Start by naming the template and choosing whether it is ready to use.
In the Name field, enter a template name.
Set Status to Active.
ℹ️ Info: Set a template to Active when it is ready to use. Otherwise, set it to Inactive.
Step 3: Select the Template Type
With the template named, set the type. The type controls which fields appear next.
Under Type, select Document.
In Select Triggers for this Template, select Manual Email Signature Request.
Step 4: Enter the Document Name and Attach a File
With the type set to Document, the panel shows the document fields.
In the Document Name field, enter the name of the document.
In the File field, drop your document or select Browse Files to upload it.
Select Add Manual Template.
ℹ️ Info: The Name field labels the template on the Templates list, for internal use. The Document Name field labels the file the tenant sees in the signature request.
Create eSign Email Template
The eSign email template is the message the tenant receives. It carries the document template you have created in the previous step.
Step 1: Open the Add Manual Template Page
Once again, open the Add Manual Template page.
On the Templates page, select Add New.
Select Manual Template.
Step 2: Name the Template and Enable Signatures
In this step, you will name the template, set it as an Email template, and enable the signature request.
In the Name field, enter a template name, for example, Lease Addendum.
Under Type, select Email.
Select Create signature request using this template.
Step 3: Enter the Subject and Message
These fields hold the email the tenant receives.
In the Subject field, enter the email subject.
In the body, write the message populated with template tags.
ℹ️ Info: The editor checks each template tag as you type. Tags with a gray background are valid and populate with tenant data when the email sends. Tags with a red background are not valid - correct the spelling or remove them.
Step 4: Attach the Document Template
Now attach the document template you have already created.
In Attach Document Template to Email, select your document template.
ℹ️ Info: Attach Document Template to Email stays empty until at least one document template exists at the Corporate level.
Step 5: Add eSign Email Template to the Template List
Finally, add the eSign email template to the Template List.
Select Add Manual Template.
That is it! Both templates now appear on the Templates list, and the eSign email template is ready for use.