SignNow: Setting Up a Team

Table of Contents

NoteWhen using Teams, it is a best practice to immediately share a document once it has been sent for signature.  This allows your team to follow the progress of a document especially if a team member is out of the office.  You do this by moving the individual document to the Team Shared Documents area as detailed below.
  1. Select the document sent for signature.
  2. Click More then Move.
  3. Select team to move to under Shared documents.

Setting up a Team

  1. In the left side navigation bar locate and click Teams.                         
    screenshot showing the team selction location
  2. Select Create New Team.
    create new team screenshot
  3. The Create a Team window opens.
    create a team window screenshot
  4. Enter Team Name.
  5. In the Users to invite box, enter the email address(es) of new team members. Separate addresses with a comma.
    Note: Team members must have a SignNow account. Please confirm users have a SignNow account prior to inviting them to join a team.
  6. Select the checkbox next to: Team Admins can view personal documents of team members.
  • A Team Admin is the user that can view documents of other team members, but cannot view other admins' personal documents.
  • A Team Admin can grant Admin rights to another team member and remove team members.
  • A team member can be changed to an Admin by clicking the Actions dropdown next to the team member's name and selecting Add Team Admin. SignNow screenshot for adding a team admin
  1. Click Add Team.
  2. The Teams page will display the new invitees with a status of Invite Pending.
    Notes: The role will change to member after the invitee accepts the invitation to join. The team owner can change a member to a Team Admin allowing them to view the personal documents of team members.  
    team members display
  3. To return to the Documents page, click the left arrow next to the UM-SignNow logo.
    UM Sign Now logo

 

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 locate and click Teams.
    screenshot showing teams selection location
  2. Select the team to add members to in the My Teams section on the left side of the screen.
  3. Click Invite User to Team.
    invite users to team screenshot
  4. In the Users to invite box, enter the email address(es) of additional team members. Separate addresses with a comma.​
    Note: Team members must have a SignNow account. Please confirm users have a SignNow account prior to inviting them to join a team.​
    invite to team window screenshot
  5. Click Add Member.
  6. The additional invitees display a status of Invite Pending. Once the user has accepted the invite, the status of their Role will change to Member. 
    invite pending screenshot
  7. To return to the Documents page, click the left arrow next to the UM-SignNow logo.​
    UM Sign Now logo

 

Accepting an Invitation to Join a Team

  1. Each user that is invited to join a team receives an email invitation. Click Open Invite
    sign now email invitation screen shot
  2. The user is presented with a logon screen that has a hyperlink Login with SSO at the very bottom of the screen.  Select the Login with SSO hyperlink to login.

sign now screenshot showing login box

  1. The user is prompted with an additional SignNow Single Sign On screen.  Your umich.edu email address will already be populated.  Click Log in.
    sign now screenshot with second login box
  2. The SignNow application opens up to the Team page with the ability to select the Join Team button.  Click Join Team.
    join teams selection screen shot
  3. The Team page displays the list of team members.
    screenshot showing list of team members

 

Sharing Individual Documents with your Team

For a team member to be able to see documents that their team members are individually processing, the team member needs to move the document from their individual Documents folder to the Shared Documents folder for their team.  It is a best practice to move individual documents soon after being sent for signature to the Team’s Shared Documents folder. 

This functionality is beneficial when a user goes on vacation or out for medical leave.  The user who will be out of the office needs to share his/her documents with the team to the Team's Shared Documents folder before leaving the office.  This way users can see the progress of the signatures while the person is out of the office. 

In the Shared Documents folder, all users can see the status of the document as it goes through the signing process.

  1. Click Teams.
    Note: If this is the first team you’ve set up, you will see Create Team instead of Teams.
    screenshot showing teams selection
  2. From the Teams page, select the team to share documents.
    screenshot showing team names
  3. Under Go To Team Folders, select the Enable button in the Enable Shared Documents folder box.
    screenshot showing team folders with enable button highlighted
  4. Select the Enable button in the Enable Shared Documents Folder window.
    screenshot of the enable shared documents popup
  5. The Documents folder button appears under Team Folders.
    screenshot showing Team folders with documents button highlighted
  6. Select the Documents Team folder and you will see all the documents shared with the team members.  
  7. To share a document from your individual account, highlight your document and click More button and click Move.
    screenshot of more and move buttons
  8. Under Shared Documents, select the team folder you want to share the document and click the Move button.
    Note: If you do not see the Shared Documents option and you selected Enable in step 2 above, log out of SignNow and back in.
    screenshot showing the move document window
  9. Return to the Team folder and select Documents from the Team folders.
  10. All team members will see the shared documents including their signing status, list of signers, and if the document has been sent to storage (in this case, Google Docs).
    Note: A white check mark in the green circle indicates that a user has signed the document.
    screenshot showing all shared documents and their status.
  11. To return to the Documents page, click the left arrow next to the SignNow logo.​
    sign now logo

Sharing a Template with Your Team

  1. Create a template (From a document, click the More button and select Make Templates).
    SCREENSHOT showing where to find the Make Template option
  2. From your Templates folder, click the More button on a document and select Move.
    screenshot showing where to find the Move button
  3. Select the team folder where you want to share the template.
    screenshot showing team folder box

Changing Roles of a Team

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

Member Admin Owner

Invite user to team button screenshot

  • Can change roles
  • Can view documents of other members but not other admin's documents
  • Can add & remove Team Admin
  • Can Invite User to Team
  • Can remove member from team
  • Can change roles
  • Can view documents of other members but not other admin's documents
  • Can add & remove Team Admin
  • Can Invite User to Team
  • Can remove member from team
  • Can transfer ownership of the team

 

Team Admin Functionality

  1. To add a Team Admin to a team where you are already an Admin, click the drop-down button next to their name and select Add Team Admin.
    screenshot with add team admin highlighted
  2. The Add Team Admin box opens. Select Add Admin.
    screenshot of add team admin box 

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

  1. To remove an Admin from a team, click the drop-down button next to their name and select Remove Admin.
  2. The Remove Team Admin box opens. Click Remove Admin.
    screenshot of remove team admin box

Note: The Team Admin will be removed entirely from the team and will not convert back to being a member. If that user still needs to be a team member, you will need to re-invite them.

  1. To remove a team member, click the drop-down button next to their name and select Remove from Team.
    screenshot of remove team member box
  2. The Remove Team Member box opens, click Remove Member.

 

Team Owner Functionality

A Team Owner can perform all of the above listed functions in the Admin section. In addition, a Team Owner can transfer ownership of the team to a new owner. The new owner can be a Team Admin or Member on the team. See the next section, Changing Ownership of a Team for complete details.  
screenshot of transfer ownership box


 

Changing Ownership of a Team

When the owner of a team leaves the University of Michigan, these steps need to be completed before the person leaves the premises in order to change the ownership of the team to the new owner. This change can only be made by the current owner of the team.  If the owner has left the University, create a ticket at 4help@umich.edu.
  1. On the lower left navigation bar, locate and select Teams.
    screenshot showing location of teams button
  2.  Select the team to change ownership.
    screenshot showing team listing
  3. Select the More screenshot showing More button button next to the team Admin or Member who is going to be the new owner, and click Transfer Ownership.
    screenshot showing options for members and admins
  4. The Transfer Ownership dialogue box opens, select Transfer Ownership once more.
    screenshot showing transfer ownership box
  5. The previous owner is removed from the team and ownership is transferred to the new owner.

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.
    1. On the bottom-left of the screen, select Teams.
    2. Select the team name where the templates will be copied.
    3. Select Templates team folder:
      screenshot showing the Templates team folder
    4. Click the ... More button, then Create a 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 folder.
    7. Save the document as a template by selecting the document, clicking ...More then Make Template
      screenshot showing make template button
    8. Move the template to the new team Shared Templates folder.
      Note: You will have to repeat steps c - h for each template that needs to be moved to the new team Shared Templates folder. 
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Last Updated: 
Wednesday, July 7, 2021