TABLE OF CONTENTS


Users can add and configure their own documents as e-sign templates beside the GEGI-generated documents like the Enrollment Agreement, the Financial Plan, LOA Form, etc.


Preparing e-sign templates


An e-sign template is created from a PDF document, so prepare the PDF in advance.

Upload the document by going to Admin → Student Folders & Templates → E-sign Templates and clicking Add:



Fill in the required fields for your new template. The Type field may not contain the type you need, but you can add a new type at Admin→ Student Folders:



The Signers field requires special attention. This field may contain the 3 signer types: Employee, External, and Student. You can define multiple signer types. The Employee and the External types can have a custom field title defined in the Signer Field Name field. The signing order will correspond to the order you add signers to the Signers field.


The After field will define the position of your new template in the list of other templates.


If the document contains substitutes, you need to enable the corresponding checkbox:



After creating a template, you need to assign signature locations in the document and the data you want to collect from signers. To do this, select Edit DocuSeal Template from the Actions menu for each template:




Next, in the Edit E-Sign Template interface, arrange the blocks that each signer must fill out:



The DocuSeal Template editor supports the following field types: 

  • Text
  • Date
  • Signature
  • Initials
  • Number
  • Multiple checkboxes
  • Radio (when signers must choose exactly one option from a group)
  • Select


Editing e-sign templates


You can edit an e-sign template at any time using the Admin → Student Folders & Templates → E-sign Templates page and the Actions → Edit in the corresponding template row:



Sending new templates for signing


The new template can be sent right after being added:

  • Select a student.
  • Open the tab at Student Folders → Actions → Create E-sign Package → Select GEGI Documents.
  • Select your document in the E-Sign Templates section:



Substitutes


When selecting a signing template, GEGI can automatically fill in certain e-sign template fields. You can do this by changing tags into substitutes that will be automatically replaced by the values from the student’s profile before the form submission.


The following substitutes are available in GEGI:

  • %STUDENT_FULL_NAME% — the student’s full name (e.g., John Smith).
  • %STUDENT_FIRSTNAME% — the student’s first name (e.g., John).
  • %STUDENT_LASTNAME% — the student’s last name (e.g., Smith).
  • %STUDENT_DOB% — the student’s date of birth (e.g., 01/01/1900).
  • %STUDENT_ID% — the student’s ID (e.g., S12345).


Populate Student Data from E-Sign


When an e-sign template is configured with field mappings, GEGI reads values from the signed document and fills the corresponding fields in the student’s record.


Populate Credit Balance Authorization


To automatically populate the Credit Balance Authorization panel on the FA Tracking Form when a student signs an e-sign document, configure field mappings on the template:

  1. Go to Admin → Student Folders & Templates → E-sign Templates and select Actions → Edit for the corresponding template.
  2. Enable the Populate Data in GEGI from Document checkbox. A field mapping list appears below. 
  3. Click "+" to add a mapping row. For each row, select the target field in populate data to and enter the field name in Field Name exactly as configured in the DocuSeal template.



  4. Save the template settings and configure the DocuSeal template.


Note: In the DocuSeal template, each radio option’s value must match the corresponding label in the Credit Balance Authorization dropdown on the FA Tracking Form.


When a student signs the document, GEGI reads the mapped field values and writes them to the Credit Balance Authorization fields for the student’s group.