Actions on template
This is a glossary of all the actions that can be taken on a template.
One or more of these actions may not be available on specific templates depending on:
- Your role on the template: owner or collaborator
- The status of the document: draft, active, or void
- Your role on DocuX: admin, eSigner, creator, internal collaborator, or external collaborator
Use this template
What it means: To use an active template to create a new Word or eSign document.
Who can do it: The template owner
Who will be notified: No other user is notified.
What happens next: A new Word or eSign document is created with the contents, workflows, and attachments defined in the template.
Finalize
What it means: To declare a template as completed.
Who can do it: The template owner
Who will be notified: All collaborators added to the template
What happens next: The template is locked against further changes and can be used to Create new documents.
Void
What it means: To declare a template as invalid.
Who can do it: A template can only be voided by the template owner.
Who will be notified: All collaborators will be notified if a template is voided.
What happens next: Once voided the template will be moved to the Voided tab on the Templates dashboard.
Archive
What it means: To store a template separately for long-term retrieval.
Who can do it: Any user can do it for any template. However, the template is archived only for them and no one else.
Who will be notified: No other user will be notified.
What happens next: The template will be moved to Archives in the Templates dashboard. If the owner of the template re-assigns the template to you for edits, the template will be moved out of Archives and to your For my action tab.
Trash
What it means: To delete a template. Learn how to delete a template
Who can do it: A template can only be deleted by the template owner.
Who will be notified: All collaborators added to the template will be notified if a template is deleted.
What happens next: Once deleted the template will be stored in Trash for 30 days. If not restored within this duration, it will be permanently deleted. Learn how to restore a deleted template.
Manage labels
What it means: To add, edit, and remove labels from a template. Labels help keep your personal DocuX templates organized. Learn more about Labels
Who can do it: Any user can create and apply labels to templates. These labels will not be visible to other users.
Who will be notified: No other user will be notified.
What happens next: The templates can be sorted by the labels added making it easier to store it with other similar templates.
Clone
What it means: To create an exact copy of an existing template. This only creates a copy of the content.
Who can do it: The owner or internal collaborator added to the template can clone it.
Who will be notified: No other user will be notified.
What happens next: A clone of the template will be created. You can find it in your Templates dashboard carrying the same name as the cloned file suffixed with “- Copy”.
Download
What it means: To download a copy of the template to your device.
Who can do it: The owner. Also, collaborators can download, if permitted by the owner.
Who will be notified: No other user will be notified.
What happens next: A copy of the template will be downloaded.
Reopen
What it means: To reopen a finalized template for edits
Who can do it: The template owner
Who will be notified: All collaborators added to that template
What happens next: The template will open up in the editor and the owner can make edits, if required.
eSign
What it means: To convert a finalized Word template to an eSign document for eSignatures.
Who can do it: The template owner
Who will be notified: No other user will be notified.
What happens next: The template will open up in the eSign editor and the owner can add eSigners and send it for signatures.
Download as PDF
What it means: To download the Word template as a PDF file.
Who can do it: The owner. Also, collaborators can download, if permitted by the owner.
Who will be notified: No other user will be notified.
What happens next: A copy of the template will be downloaded as a PDF.