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Roles are placeholders that will help you pre-assign fields to future recipients.
When you create a document from your template, simply designate which recipient belongs to which role, and their fields will automatically be assigned to them.
Additionally, you can easily populate contact information about your recipient in the document using Role variables.
Go here for a self-paced course on how to manage template roles and document recipients.
How to add template roles
- On the top right of your screen, select +Add roles (select Manage to add a new one if you already have a role in your template);
- Then, type the name of the Role (i.e. Client, Sales Rep, etc.) in the field and click on Add.
Note:Role names are internal and visible only to you and your team members.
How to pre-assign a recipient
If you'd like a specific recipient to be added in every document created from this template (for example, you want one of your colleagues always added in CC), you can create a role for this person and pre-assign them to this role:
- Select Manage and click on the needed role;
- Choose a recipient from the dropdown or add a new one under 'Pre-assign a person'.
Now, each time the document will be created from the template, this recipient will be assigned to this role.
Finally, make sure that all fields in your template are assigned to your role(s) and that's it! When you create a document out of the template, you will assign actual recipients to the roles which will automatically assign fields to the recipients.
What happens if you don't assign a recipient to your role?
When you create a document from a template with several roles, you can leave a role unassigned and it will not be shown in the document. However, the fields assigned to this role will stay in the document. You will need to assign the fields manually to your recipients or remove them.