Creating Vinesign Templates for Lead Docket

Vinesign is an electronic signature service owned by Filevine. Vinesign is one of only 2 electronic signature services that is able to be natively integrated with Lead Docket.

Templates that are created in Vinesign can be sent to leads via text or via email, directly within Lead Docket.

Documents that are sent out from Vinesign via Lead Docket come from a different texting number and email address than what your Lead Docket system uses.

NOTE: ALWAYS CREATE YOUR OWN FAKE LEAD WITH YOUR OWN CONTACT INFORMATION IN LEAD DOCKET AND SEND THE DOCUMENTS TO YOURSELF TO MAKE SURE THEY ARE SET UP PROPERLY BEFORE SENDING THEM TO POTENTIAL CLIENTS.

There are two different ways to create templates to send from Lead Docket using Vinesign:

1. Vinesign Templates with Lead Docket Merge Codes

2. Document Templates in Lead Docket with Vinesign Signature Merge Codes

How to Create Templates in Vinesign with Lead Docket Merge Codes

To set up templates in Vinesign using Lead Docket merge codes, make sure you have a copy of the document you want to add and leave plenty of spaces for the information to be merged onto the document.

With this process, Vinesign takes your document and only allows you to add information on top of the document itself, it does not merge information INTO the document. Field sizes may vary due to the length of the data being placed into the merge field on the document.

Step 1: In Vinesign, go to the Templates tab and click the Create Template button

Step 2: On the next screen, upload your document or packet that you want to send to potential clients for electronic signature. You can add up to 10 files. Once you've added your documents, click the Next button at the bottom of the page

Step 3: On the next screen, you will place fields onto the document. You can choose a native field in Vinesign (Signature, Initials, Person Name, Date), Create a custom field that the lead would fill out themselves, or Create a custom field with a Lead Docket merge code to auto populate information on top of your document.

On the left side of the screen, you can see the option to add in your signers. If you need to add more than one signer (example: you want to send the document to the lead and then to an attorney), click the Add button at the top left of the screen under the Choose Signer section. Each new signer that you add will give you a different color for the field options.

RECOMMENDATION: If you have more than one signer, click the Manage option under the Signer dropdown field to label your signers. These will show up in Lead Docket and make it easier for the intake staff to choose the appropriate signers in the correct order. See example from Lead Docket below:

Once you've created all of your Signers, add in the appropriate fields to your document by dragging fields from the left side of the screen onto the places they need to be filled in on the document

Fields for Lead to Fill Out (Not Using Lead Docket Merge Codes)

To add in a field for a lead to fill out themselves, click the appropriate field type in the left menu and place it onto your document. You will then see a new section appear on the right side of the screen:

In this section, relabel your field name for the signer's reference. In this example, I have labeled the field Line Item 1

If you want to have the field display a preset value, you can enter the value into the box. This would display that pre-set value each time you send the document.

The field can be Optional for the signer to fill out, Required for them to fill out, or Read Only. Read Only is only used if you have a preset value or if you're merging in information via the API.

Allow for multi-line response allows the information that is typed into the field to be formatted in a paragraph-like structure.

Fields Using Lead Docket Merge Codes

To add in a field that populates using a Lead Docket merge code, click the appropriate field type in the left menu and place it onto your document. You will then see a new section appear on the right side of the screen:

In this section, relabel your field name for the signer's reference. In this example, I have labeled the field Client Full Name

In the second field labeled Merge Code (for use with API), you will place the merge code from Lead Docket into this field. To get your list of merge codes in your Lead Docket, go to Manage > Document Templates > Field Map. Your URL in Lead Docket should be formatted as follows:

https://LEADDOCKETHOSTNAME.leaddocket.com/managelettertemplates/fieldmap

The field can be Optional for the signer to fill out or edit, Required for them to fill out (used if nothing automatically merges into the field from Lead Docket), or Read Only. Read Only is the most common setting for this field.

NOTE: IF YOU WILL BE USING THE FIELD ON OTHER TEMPLATES, CLICK THE SAVE AS CUSTOM FIELD BUTTON AT THE BOTTOM OF THE SCREEN TO BE ABLE TO ACCESS THIS FIELD LATER ON

Once you've added all of your custom fields, be sure to add in a Signature or Initial field for each signer or you will not be able to move to the next step. Click the Next button at the bottom of the screen to go to the final step.

Step 4: The last part of the process will be to add in the name of the specific template

RECOMMENDATION: IF YOUR TEAM IS USING MUTLIPLE TEMPLATES IN VINESIGN THAT AREN'T RELATED TO LEAD DOCKET, PUT SOMETHING AT THE BEGINNING OF THE TITLE THAT SHOWS THIS IS FOR LEAD DOCKET ONLY

In this example, I've labeled my template as LD - Example Agreement

Recipients: In this section, you can choose the Signer Order

Sequential means it will send to the signers in the order you determine

Simultaneous means it will send to all signers at the same time

Grouped allows you to group signers together

Do not fill out any contact information here if you're using this template for Lead Docket.

Once you have set up your settings, click the Save button at the bottom of the page.

As soon as you create your template in Vinesign, it will be available for you to use through Lead Docket.

How to Create Templates in Lead Docket with Vinesign Signature Merge Codes

To set up templates in Lead Docket using Vinesign Signature merge codes, make sure you have a copy of the document you want to add with no previous client information.

With this process, Lead Docket will physically merge information into your document using the document formatting and will allow you to place signature items within the document. This is a more complicated process to send out these documents for Electronic Signature than it is to use the templated option listed above.

Step 1: With your document, go to your field map section in Lead Docket to get a list of available merge codes.

To get your list of merge codes in your Lead Docket, go to Manage > Document Templates > Field Map. Your URL in Lead Docket should be formatted as follows:

https://LEADDOCKETHOSTNAME.leaddocket.com/managelettertemplates/fieldmap

Add all merge codes from Lead Docket to your document template. You can add in custom fields if there are fields that aren't native to Lead Docket that need to pull information into the template.

In this example, I've added in merge codes for Today's Date, Firm Name, Office Address, Client Full Name, and Client Address. This will reformat the document to add this information into it.

Step 2: Add in your signature, initials, and/or date merge codes for Vinesign

In this example, I will have 2 signers in my document with 2 date fields that also need to populate when they sign the document.

The structure for adding in Signatures, Initials, and Dates is as follows:

Signature	Initials	Date
[[Signer#_Signature]]	[[Signer#_Initials]]	[[Signer#_Date]]

Once you've added in all codes to your document, save the document on your computer.

Step 3: In Lead Docket, go to Manage > Document Templates > Add New

Add in a Template Title that will make it easy to reference for your intake team. Document Templates are used to download merged information either to print and use in person or to send electronically via Vinesign.

Lead Statuses: Choosing one or multiple lead statuses will only show the document when a lead is in that status

Case Types: Choose one or multiple case types will only show the document when a lead is assigned that case type

Template file: Choose the file you just edited and saved to your computer

Click the Save button at the bottom of the page to save your new Document Template

To send the new template, you will need access to both Lead Docket and Vinesign

Step 4: Go to your test lead and navigate to the Documents tab. Click on the Vinesign button on the right side of your new Document Template

This will send you to Page 1 in Vinesign. Your document will appear on the right side of the screen. Click Next at the bottom of the page

After clicking the Next button, you'll be taken to Page 2 where you can add in more fields if needed. You should see your information from the lead populate within the document itself, as well as see the signature boxes appear for your signers

Click the Next button at the bottom of the page to go to Page 3 of the document in Vinesign

Step 5: Name your document and choose the recipients for signature

You can associate this document with a specific Lead in Lead Docket. Using this function will allow the signed document to come back into Lead Docket once all parties have signed.

When you are ready to send the document, click Send at the bottom of the page