SignNow: Setting Up a Team

Table of Contents

• Setting up a Team
• Inviting Users to a Team
• Accepting an Invitation to Join a Team
• Sharing Individual Documents with a Team
• Sharing Templates with a Team
• Changing the Roles of a Team
• Changing Ownership of a Team

Setting up a Team

When a group of employees shares responsibility for sending documents for signature to many individuals, SignNow offers Team functionality.  The team functionality allows the group to send documents using the same group email address, so signed documents appear in the same team document or template area.  The invite still shows the person who actually sent the document for signature, maintaining an audit of the individuals processing the documents.  

Note: Team members must have a U-M SignNow account. Make sure users have submitted a request for a U-M SignNow account prior to inviting them to join a team.

Here are instructions for creating a team:

1. In the left-side navigation bar locate the Shared Team Folders section and select Create Team.
   
2. The Create Team window opens.
   
3. Enter the new Team Name.
4. Select the checkbox next to: Allow team Admins can view personal documents of team members.
5. Select the Create button. The My Teams > [folder name] page displays.
6. Before sharing folders and adding users, define the team settings.
   Note: These settings can only be set by a team owner or admin.
   1. Toggle on Document Settings - this automatically adds document copies sent from SHARED TEAM FOLDERS templates to the Shared Team folder.
   2. Toggle on Sending Settings - this allows the team to choose the team name and email address to use for sending invites.  
      1. The Team name will populate, with the option to change it. (This name will appear as the sender name for all signature invites).
      2. Sent documents now appear in the Team documents folder.

7.  Select the Go To Folder button.
    

8. When you select the Go To Folder button, a new page opens in the team documents folder, ready for you to add documents, add users, or collaborate with your team.
   
9. From this screen, you can click Add Users at the top right.  The Add Users pop-up window is displayed.
   
10. There are three roles for a team:  Owner, Admin, or Member.  
    1. A team can have only 1 Owner role but unlimited Admin roles.    
    2. When selecting roles, a pop-up screen describes the Member and Admin roles.
    3. The member role has limited functionality, so we recommend assigning team members as Admins, not Members.
       

Here is a synopsis of the team roles:

11. Add the email address for each team member, select the Assigned Role, and click Add to Team after you have added all team members.
    Note: We recommend assigning all team members the Admin role, as the Member role has very limited access.
12. The Add Users page displays new invitees with the status Invite Pending.
    Note: The role will change to Member after the invitee accepts the invitation. The team owner can promote a member to the Admin role, granting them access to team members' personal documents.
    
13. After all team setup is complete, click the U-M SignNow logo in the top-left corner of the page to return to the Documents page.
    

Inviting Users to a Team

Team members can copy or download templates from the team. They cannot edit or delete templates.

1. In the left-side navigation bar, click the team you wish to add to.
   
2. Once you click on a team, the following window opens. Select Add Users.
   
3. In the Add Users menu, enter the email address(es) of additional team members. Separate addresses with a comma.​
   Note Team members must have a U-M SignNow account. Make sure users have submitted a request for a U-M SignNow account prior to inviting them to join a team.
   
4. Click Add to Team.​
5. The additional invitees display a status of Invite Pending. Once the user has accepted the invite, their role status will change to the value selected in the Add Users pop-up window.
   
6. After all team users have been added, click the U-M SignNow logo in the top-left corner of the page to return to the Documents page.
   

Accepting an Invitation to Join a Team

1. Each user who is invited to join a team receives an email invitation. Click Join Team.
   
2. The user is presented with a prompt that lets them know they have successfully joined the team and their role within it. Click Go to Team.
   
3. If the users are not already signed in to SignNow, they will be directed to a sign-in page and should sign in using Login with SSO.
   
4. The Team page displays the list of team members.
   

Sharing Individual Documents with your Team

When the Team Document Settings toggle is turned on, team documents generated from a template will automatically be shared with the team.  These are scenarios in which a document or template is not already shared with the team, and how to share it.

Creating a new Team Document not from a template

• Select the desired SHARED TEAM FOLDERS, then click the + Create button to create a Document directly in the SHARED TEAM FOLDERS.
   

Note: If a document has been shared with the Share button, it cannot be moved to a Teams shared folder.

Using the Move option (Only if the document hasn’t been shared)

• Best practice is to create new documents directly within the team folder. 
• However, if a document is created elsewhere, it should be moved to the team folder shortly after it is sent for signature so others can track its status throughout the signing process.
• For stand-alone documents not created from a template or in the team folder, the document owner can move the document from their individual Documents folder to the SHARED TEAM FOLDERS team Documents folder.

Here are the steps to do this:

1. To share a document from your individual account, click the three dots button and click Move.
   
2. Under SHARED TEAM FOLDERS, select the team folder you want to share the document to and click the Move button.
   
   Note If you do not see the SHARED TEAM FOLDERS option, that may mean the document was directly shared with individual users already. Documents can only be shared in one way. You can try to unshare the document by clicking the share icon and removing access from individual users; however, if you get a message that you cannot unshare, your option is to use the share button to share with your other team members. The share button is to the left of the Invite to Sign button or the Make Template button.
   
3. If you moved your document to the Team folder return to the Team folder and select Documents from the Team folders. If you shared your documents, select View Invites on the template to view documents.
4. To return to the Documents page, click the UM-SignNow logo in the top left of the page.
   

Sharing a Template with Your Team

1. To create a new Template, select the particular SHARED TEAM FOLDERS document and then select the + Create button. This will give you the option to create a Template directly in the SHARED TEAM FOLDERS.
    
2. To share existing templates, go to your personal Templates folder, click the three dots button on a document and select Move.
   
3. Select the team folder where you want to share the template.
    
4. The template is now in your New Team Templates folder under SHARED TEAM FOLDERS.

Changing Roles of a Team

A team has multiple roles: Member, Admin, and Owner.

Team Admin Functionality

To add a Change Team Owner to a team where you are already an Owner, or change the team members role or remove a team member, click the three dots next to their name and select Change Role, Transfer Team Ownership, or Remove from Team.
 

1. If you select Change Role, the Change Role pop-up window opens.
    
   1. Select the appropriate role, then click the Assign button.
2. If you select the Transfer Team Ownership button, the Transfer Team Ownership pop-up opens.
    
   1. Select the Transfer button.

3.  If you select the Remove from Team button, the Remove from Team pop-up opens.
    

   1. Select the Remove button to remove the person from the team.

   Note: An Admin can see the other individual documents of the team members but not other Admin's individual documents.
    

Changing Ownership of a Team

1. To transfer team ownership, a team owner clicks the drop-down arrow next to their profile in the upper-right corner, then selects My Account.
2. In the left column navigation bar, select My Teams.
3. Select the team(s) on which you are an owner and need to transfer ownership, then click Open Team.
4. Find the team member to whom ownership is being transferred and click the three-dot icon, then select Transfer Team Ownership.
    
5. Click the Transfer button when the Transfer Team Ownership verification box displays.
6. The Team Ownership Transferred dialog message will display.

If the Team Owner left the University before transferring the ownership of the team, the remaining team members need to do the following:

1. Create a new team using the steps in the Setting Up a Team section.
2. Copy the templates as your own individual templates.
3. On the left-side of the screen, select the particular team and document from the Team Documents folder in the SHARED TEAM FOLDERS section.
    
4. Click the three dots button for the document to be copied, then select Create a Document Copy for the document you want to copy.
   
5. Enter the new name of the document and click Create Copy.
6. The template is created as a new document in your individual document folder.
7. Save the document as a template by selecting the + Create button, clicking on Template, then Select From Existing Documents.
   
8. Select the document you wish to move to the template folder, and click Next to enter the name of the template, and save it.
   Note: You will need to repeat steps 2-8 for each template to be moved to the new team's SHARED TEAM FOLDERS Templates folder.
9. Once all desired templates have been copied to your personal template folder, select them by clicking the checkbox, then click the Move button.
   
10. Select the team you wish to move the templates to, and click the Move button.
    
11. They will appear on the selected team in the Templates section.