Create an editable Word document template

NOTES:

• Editable Word templates are available with ShareFile Premium plans and higher.
• Editable Word templates are enabled for HIPAA accounts.
• They're disabled for FINRA accounts by policy.
• Trial users can't use them.

1. From the ShareFile navigation pane, select Templates.

2. Under All templates, select Create document template.

3. On the template page, select Editable Word template.

   NOTE:

   Install the ShareFile for Word Add-in to edit files in Microsoft Word.

4. Upload a Word document from your device by selecting Browse, or select From ShareFile.

5. Select Create template.

6. When the Sign in to ShareFile screen appears, sign in using one of these methods:

   1. From the ShareFile dashboard
      1. Select Sign In to edit the document in Microsoft Word.
         1. Enter your subdomain name.
         2. Enter your email and password, then verify your identity with the verification code. Select Sign In.
      2. On the ShareFile dashboard, select the checkbox, then select Create in Microsoft Word.
   2. From Microsoft Word
      1. In Microsoft Word, install the ShareFile for Word Add-in.
      2. Select the ShareFile tab, then select ShareFile for Word > Login to ShareFile. Follow the sign-in steps in From the ShareFile dashboard.

7. After you sign in to ShareFile, select the Fields tab in the add-in, then select Add Roles.

8. Select Add new role.

9. Enter a name for the role. Each role represents a person involved in signing. You can add multiple roles to a template.

10. If you added multiple roles, select Set signer sequence to define the signing order. Drag and drop roles to change their order.

11. After you add a role, the available signer fields appear, such as Signature, Text, and Date.

12. Place your cursor where you want a field in the document, then select the field in the add-in.

13. Repeat these steps to add fields for each role.

14. After you add all fields, select Next Step to open the Settings tab.

15. In the Settings tab, enter a name and description for the template. You can also enable security features, such as passcode protection.

16. Select Save Template. ShareFile saves the template on the Template listing page.

17. Select Open in ShareFile to view the template.

Send a document template for signature

You can send a template for signature from the dashboard, the Signatures menu, or the template details page.

• From the dashboard
• From the Signatures menu
• From the template details page

From the dashboard

1. From the ShareFile navigation pane, selec Templates.
2. Select the template you want to send. The details page opens.
3. On the details page, select Send as signature request.
4. Enter the name and email for each recipient. Select Review and Send.
5. Edit the document name or add a note for all signers.
6. Change where ShareFile stores the signed document, if needed.
   • Knowledge-based authentication requires each signer to verify their identity with a quiz before signing.
   • Passcode requires recipients to enter a five-digit passcode to access the document.
7. Select Send for Signature.

From the Signatures menu

1. From the ShareFile navigation pane, select Signatures.
2. On the upper-right side of the screen, select **Create signature request.
3. Select Send for Signature.

From the template details page

1. From the ShareFile navigation pane, selec Templates.

2. Select the template you want to send. The details page opens.

3. On the details page, select Send as signature request.

4. Enter the name and email for each recipient. Select Next step.

5. Edit the document name or add a note for all signers.

6. Change where ShareFile stores the signed document, if needed.

   • Knowledge-based authentication requires each signer to verify their identity with a quiz before signing.

   • Passcode requires recipients to enter a five-digit passcode to access the document.

7. Select Send signature request.

Automatically fill documents with data from other apps

Document templates can help you create similar documents without copying and pasting data each time.

For example, an engagement letter for a new client might use the same terms each time, but the client information changes. A template can pull client data from ShareFile or another app, such as Salesforce, and add it to the document. This saves time and helps prevent copy-and-paste errors.

Templates can get data from these sources:

NOTE:

If you haven't installed an integration, go to Apps > Third Party Integrations to install one.

Create a document generation template with variables

1. In Microsoft Word, open the ShareFile for Word Add-in and sign in to ShareFile.
2. On the Fields tab in the add-in, select Add Roles.
3. Select Add new role.
4. Enter a name for the role. Each role represents a person involved in signing.
5. If you added multiple roles, select Set signer sequence to define the signing order. Drag and drop roles to change their order.
6. After you add a role, the available signer fields appear, such as Signature, Text, and Date.
7. Select the System fields icon to add variables to the template.
8. Select Add a new variable. Variables specify the source and type of data to add to the document. For more information, see Document template components.
9. For each variable, select a Data Source and Data type from the list. For supported sources and data types, see Automatically fill or paste data from ShareFile and third-party applications in documents.
10. After you add a variable, its attributes appear. To add an attribute to the document, place your cursor where you want the data to appear, then select the attribute in the add-in.
11. Repeat these steps to add the variable attributes you need.
12. After you add all fields, select Next Step to open the Settings tab.
13. In the Settings tab, enter a name and description for the template. You can also enable passcode protection.
14. Select Save Template. ShareFile saves the template on the Template listing page.
15. Select Open in ShareFile to view the template.

Send a document generation template with variables for signature

1. Sign in to ShareFile. On the dashboard, select the Send for Signature tab. The Signature request window opens.

2. Under Documents to send, select browse files, then select Use a Template from the list.

3. In the Select a template window, select a template you created in ShareFile.

   NOTE:

   Variables are supported only in new document templates created in ShareFile.

4. The Signature Request window opens with a document based on the template. To choose another template, select Change template at the bottom of the screen.

5. Enter a value for each variable, then select Update fields to fill the related fields. The Populate message appears.

6. Select Track fields to review the filled fields. Edit any fields that need changes or contain missing information.

7. Select Update fields.

8. After all fields are populated, select Generate document, then select Generate. You can't edit the fields after you generate the document.

9. Enter the name and email for each recipient. Select Review and Send.

10. Edit the document name, add a note for all signers, change where ShareFile stores the signed document, or update the security options.

    • Knowledge-based authentication requires each signer to verify their identity with a quiz before signing.
    • Passcode requires recipients to enter a five-digit passcode to access the document.

11. Select Send for Signature.

12. ShareFile sends the signature request and displays the Sent signature request notification.

    NOTE:

    Select View to see the signature request details and activity in the right pane. You can also send reminders or revise, download, or cancel the request.

Handling missing data from variables

1. From the ShareFile navigation pane, selec Templates.
2. Select the template you want to send. The details page opens.
3. On the details page, select Send as signature request.
4. Enter a value for each variable to fill its related fields. Some fields might not fill automatically.
5. Select Update fields. The Populate message appears on the right side of the page.
6. Select Track fields to find and edit missing information before you update the document.
7. Select Update fields after you edit the missing information. If the missing information isn't required, you can continue with the available data.
8. Select Generate document, then select Generate. You can't edit the fields after you generate the document.
9. Enter the name and email for each recipient. Select Review and Send.
10. Edit the document name or add a note for all signers.
11. Change where ShareFile stores the signed document, if needed.
    • Knowledge-based authentication requires each signer to verify their identity with a quiz before signing.
    • Passcode requires recipients to enter a five-digit passcode to access the document.
12. Select Send for Signature.

Edit a document template

1. Open the template details page, then select Edit in Microsoft Word. Microsoft Word opens the template.

   NOTE:

   If you can't reopen the document in Microsoft Word, make sure you're signed in to ShareFile. You can also edit the document online.

2. Edit the document content or the fields, roles, and variables you added with the add-in.

3. After you finish editing, select Next Step to open the Settings tab.

4. In the Settings tab, select Save Template. ShareFile updates the template on the Template listing page.

   NOTE:

   Templates save automatically. If you forget to select Save Template, your changes are still saved.