Introduction

Templates are one of the most powerful tools in the UnicornForms toolbox. It allows you to re-use documents many times. Assignment is a very important permissions concept within Templates, so that you can be sure the right people are filling or signing the appropriate fields within a re-usable document context.

We have two main roles: Managers and Recipients. Manager fields display in green while recipient fields display in blue. In the Field Assignment dropdown within the Field Properties panel, you will see two options:

The default assignment is a Recipient. Your Manager users are listed as your company name as above.

What are Managers?

Manager (Your Company Name) are users internal to your organization that have active accounts within UnicornForms. They will be listed in the Field Assignment dropdown with your company name. Typically, all of your co-signers within your organization will have an account within UnicornForms. Most importantly, managers are required to log in to sign their documents. This is an important security step. In most cases, the Manager (Your Company Name) is counter signing a document signed by a customer or the person who you sent the document to, ie a Recipient.

What are Recipients?

Recipients are users external to your account in UnicornForms. This can be anyone. Typically, it would be a customer or signer that you are sending the document to.

Can I have more than one signer?

Yes! Simply add more signers for each template by clicking the Add button and then clicking how many signers you want per role, Manager (Your Company Name) or Recipients. To close this area, click the Add button again.

Then you will be able to select Recipient 1 and Recipient 2 or Manager (Your Company Name) 1 as your Field Assignment.

How do I use these fields in practice?

The most simple case is a Mutual NDA. You typically have two assignees: you need to sign and a customer needs to sign. For the fields you need to sign, assign them to Manager (Your Company Name). For the fields your customer needs to sign, assign them to Recipient 1.

In the case of multiple signers, you will need to remember that Recipient 2 is a witness or spouse, for example.

How do I keep track of this all?

We agree it can be confusing to remember. We have a feature coming very soon (Q1 2024) where you will be able to have named assignees, such as a customer or sales representative or landlord or tenant or whatever word that fits your use case. Then you'll just pick the word that makes sense for you, ie Sales Representative or Customer, etc.