Prevent file duplication when using template and file replacement
Box Sign allows the creation of templates that replace the underlying document within a signature request / template while keeping the existing field placeholders in place.
However, using a different document than the pre-set document will result in duplicate files identical to the original document in the destination folder of the Sign document.
This means that one unnecessary file is generated each time the template is used once.
If a template is used 100 times, there can be as many as 100 unnecessary files!
Of course, this will not occur if no files are replaced. However, it is common to replace an existing document with another and use the Sign template.
What we really need is a Sign template with the following items set without the documents.
-Signatures & Fields
-Recipients
-The save location
*The save location should be freely specified, not be the same as the template storage folder.
In Japanese：
Signでは、既存のフィールド・プレースホルダーを保持したまま、署名リクエスト/テンプレート内の基礎となるドキュメントを置き換えるテンプレートを作成することができます。
しかし、事前にセットされたドキュメントとは異なるドキュメントを使用することで、保存先フォルダに元の文書と同じファイルが重複して作成されます。
これは、テンプレートが1回使用されるたびに、不要なファイルが1つ生成されることを意味します。テンプレートが100回使用されれば、不要なファイルは100個にもなります！
もちろん、ファイルを置き換えない場合はこのようなことは起こりません。しかし、既存の文書を別の文書に置き換えてSignテンプレートを使用することは一般的です。
本当に必要なのは、ドキュメントファイルは無しで以下の項目がセットされたSignテンプレートです。
・署名フィールド
・受取人（リクエスト送信先）
・保存場所（ドキュメント格納先）
※保存場所は、テンプレートの保存フォルダと同じにするのではなく自由に指定できるようにするべきです。
Koike
shared this idea
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Anonymous
commented
I have a user who has a similar request to this.
In some cases, files that are no longer used remain in "My Sign Requests" folder.Case#1:
1. Click "Request Signature" and upload a excel file
2. Stop creating a Sign Request (return to previous page)
3. Check files under "My Sign Requests" folder--> An original excel and a copied pdf remain.
Case#2:
1. Click "Request Signature" and upload a excel file
2. Replace a document to another excel file
3. Check files under "My Sign Requests" folder--> An original excel, a copied pdf from an original excel remain.
Case#3:
1. Click "Request Signature" and upload a excel file
2. Change a location to save completed request
3. Send a Sign Request
3. Check files under "My Sign Requests" folder--> Only an original excel remains in "My Sign Requests" folder. (My customer says it should be moved as well as a pdf)
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Anonymous
commented
Users use a template to sign PDF documents submitted by end users via Sign, replacing the submitted files. This operation is implemented company-wide, utilizing this template-based process. In some cases, there are dozens of submissions in a single day, resulting in a large number of files being generated daily, which has become quite problematic.
The main problem is that:
1. There is a template_1
2. I click “Use Template”, then the system creates “template_1_copy”
3. I use “Replace” functionality to change the document, then the system creates two files “replaced_file” and “replaced_file which is a signature request”
4. Then the signature request is completed/signed by all parties
In the end in the same folder, there are 4 files:
1. Original template
2. Incomplete request/copy of the template
3. Copy of the “replaced document”
4. Final completed document
And users wants to not have file#2 and file#3 because they create clutter. -
fujita naoko
commented
When creating a signature request from "Use Template", a file with a () at the end of the file name is created, and furthermore, when using the "Replace" function, the file remains in the folder.
The remaining files should be deleted when no longer needed.
「テンプレートを使用」から署名リクエストを作成する際に、ファイル名の後端に()のついたファイルができ、さらに「置き換え」機能を使うとそのファイルがフォルダに残ってしまう。
不要となった残ファイルは削除されることが望ましい。