Overview
In DoorLoop, you have the ability to accept e-signatures through Dropbox Sign. You can create templates for better workflow when creating and sending e-signature requests. E-signature templates can be used to create lease agreement templates for your properties, units, leases, and tenants. You can also use e-signature templates for any forms that need to be signed, such as property management agreements, purchase agreements, and more.
Note: E-Signature Templates are not available to Starter Plans. Consider upgrading to the Pro or Premium Plans to access this feature.
The Steps
Step 1 - Starting the Signature Template Wizard
To begin the Signature Template wizard, click Communications on the main menu and then click Signature Templates.
Click the + New Signature Template button to create a new template. If you want to edit an existing template, click on the saved template you want to edit from the list.
Step 2 - Name Your Signature Template
In the Signature Template wizard, under the General Settings section, we need to name the signature template. Enter the Signature Template Title and Description (Optional) for this template. Click Next to proceed.
Step 3 - Add Related Records for the Signature Request
In the Related Records section, select what the signature request is related to. The default selection is Draft Lease. If you click Show More Options, you’ll also now see selections for Existing Lease, Property, and Unit. Click Next to proceed.
Note: You will not be able to change this setting for this template later. You will have to create a new template if you want to change what the template is related to. For instance, if you created a template for a Draft Lease and want to use it for an Existing Lease, you'll need to create a new one for an Existing Lease.
Step 3 - Upload Your Documents
In the Documents section, upload the file of the document you want to be signed. It is recommended that you upload a file in PDF or DOCX format that is no larger than 50MB.
Tip: If you need a template or form to get started with, DoorLoop has free rental forms and templates, which you can check out here.
You can either drag the file to this page or use the Click Here link to upload a file. Click Next to proceed.
Step 4 - Add Signers
The Add Signers section is where you want to set up all the people who will sign your document. This includes Tenants, Prospects, Vendors, Owners, or Users.
To begin adding signers, click the Add New Signer Role button to choose what category of people you want to sign the document (Tenant, Prospect, Vendor, Owner, or User).
If you add more than one signer role, the Set Signer Order option requires the role listed first to sign before the next signer receives the signature request. Turn this off if you do not care about the signing order.
Enter a Role Name for clarity, for example, Property Manager for a User role.
Click Finish to move on to the next step.
Note: You will not be able to change these settings for this template later. If you need to make changes, you'll need to create a new signature template.
Step 5 - Configure your uploaded document with the various signatures and auto-fill fields you need.
You must now create the signature template based on the document you uploaded. You can drag different fields to your document that are used to either autofill information or add signature fields to your document. (Please refer to this article: e-Signature Template Fields and What They Do. You can also view Dropbox Sign's FAQ here.)
Drag the Signature and other fields needed from the left-hand menu onto the document, placing the boxes where required.
The Standard fields section on the left menu allows you to create your own fields for the signers to fill out. Configure these fields after placing them using the menu on the right.
For multiple signer roles, change the role using the Signers drop-down menu at the top of the left menu and then add this role's signature box and fields.
You can use the Sender role to add Textbox and Checkbox fields related to the type of agreement and the user roles that are part of this template. For example, with a lease template, you can use the Textbox field to fill in lease start and end dates.
You can use the Me (now) signer role to add fields for the e-Signature creator to fill out when using the template. (Note that the Me (now) signer role is limited to the Auto-fill and Standard fields because there is no document to be signed right now.)
When finished, click the Continue button in the top right of the editor.
You can now use this template when creating new signature requests in Communications > Signature Requests.
Note: When you sign into Dropbox Sign, these templates won't show there, but you will be able to see your created e-Signature requests in your Dropbox Sign account.
Things to Consider
When configuring your document, the connection to Dropbox Sign will time out after about an hour. If you are going to take this long, make sure you click the Continue button to save your work and then edit the template later to finish.
You can not edit the email address or its recipients after sending your e-signature request. You must create a new e-Signature request with the correct emails and send it out again.
You will need to create different templates if you plan on having different number of signers. For instance, if you have a template for two signers, but only need one, you'll need to create a new template just for one signer.
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