Sending document templates in Factorial allows you to:

• Generate documents directly from predefined templates
• Send documents to one or multiple employees in just a few steps
• Collect electronic signatures when required
• Track the status of each document (sent, signed, completed)
• Keep all employee documents stored and organized in one place

This feature helps standardize documentation processes, reduce manual work, and ensure consistency across your organization.

Previous requirements

Before sending a document template, make sure that:

• The document template already exists in your account. If not, you’ll need to create it first. Learn how to do it in this article.
• You have the 'Use document templates' permission activated. Learn more about document permissions here.
• You understand that sending a template will generate a document and request the employee’s signature (if applicable), starting the document workflow. More on e-Signature in this article.
• You have the employees created in Factorial. Learn how to do it here.

Make sure these requirements are met before starting the process to avoid interruptions or errors. This helps ensure the document is sent correctly and reaches the right employee without errors.

How to send a document template

You can send document templates from the Distribute documents section:

1. On your sidebar, go to Documents
2. Go to Distribute files
3. Select the Document template
4. Select: 
   1. Document Template
   2. File name
   3. Destination folder in the My Documents employee document space
   4. Request e-signature
5. Click on Import template
6. Select the employees who will receive the document
7. Click on Send to x employees

What happens after sending a document template?

Once you send a document template in Factorial:

1. The document is generated from the template and sent to the selected employee(s).
2. Employees receive a notification (email or in-app) prompting them to review and sign the document, if required.
3. You can track the status of the document in Factorial: Sent, Viewed, Signed, or Completed.
4. Once signed, the document is stored securely in the employee’s profile for future reference.
5. Any updates or follow-ups can be monitored and managed directly from the platform.

This ensures a transparent, traceable workflow and keeps all employee documentation organized.

FAQ

1. Can I send the same document template to multiple employees at once? 
   Yes. Factorial allows you to select one or multiple employees when sending a document template. Each will receive their own copy to review and sign.
    
2. Can employees edit the document after I send it? 
   No. Employees can only review and sign the document. Any edits must be done in the template before sending.
    
3. How can I track if an employee has signed the document? 
   You can check the document’s status in Factorial. Statuses include: Sent, Viewed, Signed, and Completed.
    
4. Can I resend a document if an employee hasn’t signed it? 
   Yes. You can resend a document template to remind employees to review and sign it.
    
5. Can I attach additional files to the template when sending? 
   No. If you need extra files, they must be included in the template itself before sending.