---
title: "Admin tools"
url: "https://docs.signnow.com/docs/procore-admin-tools"
type: "page"
section: "Integrations"
slug: "procore-admin-tools"
---

# Admin tools

# Admin tools

Configure templates, document flows, custom actions, and document storage for your company's users from the SignNow side panel. Select **Settings** or **Manage actions in SignNow** to open them.

![Settings and Manage actions in SignNow in the side panel](/reference-assets/images/procore/admin-tools-entry-points.png)

> [!NOTE]
> **Settings** and **Manage actions in SignNow** are available to Procore admins only.

Settings has four areas:

| Area | What you set up |
| --- | --- |
| **Templates** | Documents prepared once — fillable fields, recipient roles, and Procore data mapping — and reused for every signature request. |
| **Document Flows** | Invite settings, recipients, and email content, applied consistently to every invite sent with the flow. |
| **Custom Actions** | One-click buttons in the side panel that send your most common signature requests straight from a Procore record. |
| **Document Storage** | Where completed documents are saved: back to the Procore record, in your SignNow account, or both. |

## Templates

Go to **Settings** and select **Templates**.

Manage all your SignNow templates, including shared and Team templates.

Create new templates from existing documents, or upload PDFs, text files, or images.

Use available options to:

- Filter templates by type: **All Types**, **Templates**, or **Document Group Templates**
- Search templates by name
- Sort by ascending or descending order, name, or date updated

Each row shows the template **Name**, **Template ID**, **Date Updated**, and the number of **Roles**. To manage a template, use the available options to rename it, copy its ID, and view existing roles.

![The Templates page in SignNow Settings](/reference-assets/images/procore/admin-area-templates.png)

### Create a template

Click **+ Create New Template** and select the document you want to turn into a template. Select multiple documents to create a document group template.

> [!NOTE]
> SignNow supports .pdf, .doc, .docx, .odt, .rtf, .png, .jpg, .jpeg, .gif, .bmp, .xml, .xls, .xlsx, .ppt, .pptx file types. Maximum file size: 50 MB.

You can also upload .docx files containing [text tags](/docs/document-generations#fillable-field-tags). The tags are automatically converted into fillable fields when the document is uploaded.

Once created, the new template appears in **Templates**.

### Add fillable fields and manage recipients

Improve the signing experience by customizing documents in the SignNow editor.

Click **Add Fillable Fields** to open the template in the editor.

#### Manage recipients

Recipient roles define how many people are involved in the document and what each of them does. You enter the actual email addresses later, when the template is sent for signature.

- Click **Manage Recipients** in the left-hand panel to open the **Add recipient roles** dialog.
- Name each role, for example `Contractor`, and select the action the recipient performs:
	- **Signer**: Fills out and signs the document
	- **Approver**: Reviews and approves the document to be sent to the next recipients
- Click **Add Role** to add another role.
- Click **Save**.

![Naming recipient roles and selecting the recipient action](/reference-assets/images/procore/add-recipient-roles.png)

#### Add fillable fields

Drag and drop fields onto the document and assign them to recipients. Fields are on two tabs:

- **All Fields** lists every SignNow field type, grouped into **GENERAL**, **PERSONAL DATA**, and **CUSTOM**. They are available to all users without any setup.
- **Favorites** lists the field types you use most often, so you can place them without searching.

Under **SELECT A RECIPIENT FOR WHOM YOU NEED TO ADD OR REQUEST DATA:**, select the recipient the fields belong to, then place the fields on the document. Select a field in the document and use the panel on the right to configure its settings.

Click **Save as Custom Field** in the field settings to reuse a configured field across documents. The saved field keeps its name, type, size, and validation, and appears in the **CUSTOM** group on the **All Fields** tab.

> [!TIP]
> Give the field a descriptive name to easily locate it when pre-filling fields.

![Adding fields for a recipient in the SignNow editor](/reference-assets/images/procore/add-fields-for-recipient.png)

Use the top panel to access document tools.

- Click **Open Preview** to see how the document appears to each recipient.
- Click the help icon to open help for the editing tools.
- Click **Element settings** to open or close the field settings panel.
- Click **Thumbnails** to manage pages.

#### Fill out a document

Use the tools on the top panel to add a text field, checkmark, line, date, or pre-filled text field.

Click **Me (Fill Out Now)** to add your information.

![Filling out a document as the sender](/reference-assets/images/procore/fill-out-now-fields.png)

When your template is ready, click **DONE**.

The template is saved to the list of Templates.

### Pre-fill fillable fields

Configure data mapping between Procore record fields and document fields.

Click **Pre-fill Fillable Fields** next to the template to start mapping document fields to Procore fields.

- Select the **Procore Record Type** to use for pre-filling. For the list of available record types, see [Supported Procore record types](/docs/procore-record-types).

![The Procore Record Type list](/reference-assets/images/procore/procore-record-type-list.png)

- Select the documents with fields to use for pre-filling. Click **Apply**.
- Click **+ Select Fields** to open the document's fillable fields available for mapping. Check the fields you want to pre-fill. Click **Apply**.

![Selecting the document fields to pre-fill](/reference-assets/images/procore/select-fields-for-mapping.png)

> [!NOTE]
> Attachment, stamp, initials, and signature fields cannot be pre-filled. The Procore field type must match the type of the corresponding template field. For example, map a date field in the document to a Procore date field, and a number field to a Procore number field.

- In **Select Procore Field**, select the Procore record field that supplies the value.
- Use the **Field Editing** column to define whether recipients can edit the pre-filled data. **Allow Editing** is selected by default. Select **Lock Editing** to keep the pre-filled value read-only.

![The Field Editing options on a mapping row](/reference-assets/images/procore/field-editing-options.png)

- Click the trash bin icon to delete field mapping.

Click **Save** to apply the field mapping.

> [!NOTE]
> Add fillable fields to the template first. **Pre-fill Fillable Fields** becomes available once the template has fields to map.

#### Choose the mapping direction

Each mapping row has an arrow icon between the document field and the Procore record type. Click it to choose what the mapping does:

- **Pre-fill Document Field** — pre-fills the document field from the Procore record.

![Pre-filling the document field only](/reference-assets/images/procore/merge-setting-pre-fill-document-field.png)

- **Pre-fill & Update** — pre-fills the document field from the Procore record and writes the completed value back to the Procore field.

![Pre-filling the document field and updating the Procore field](/reference-assets/images/procore/merge-setting-pre-fill-and-update.png)

To set the direction for several fields at once, select the rows and use the **Merge Settings** dropdown. The same toolbar has **Field Editing** and **Remove Fields**.

![The Merge Settings dropdown](/reference-assets/images/procore/merge-settings-menu.png)

---

## Document flows

A document flow is a reusable configuration that defines invite settings, recipients, and email content for a document or document group. Once created, it can be applied when sending files and templates for signature, ensuring consistent settings across all invites.

### Create a document flow

Go to **Settings** and select **Document Flows**, then click **+ Create Document Flow**.

**Add document flow information**

- Enter a name for the document flow.
- Enter a document name. This name is applied to every document sent with the flow, including the signed copies saved back to Procore.
- Define what settings the sender can configure when sending the document for signature.
- Click **Next to Customization** to proceed.

> [!TIP]
> Name the flow after the record type and what it sends, for example `RFI – subcontract for signature`. Admins pick flows by name when they attach one to a custom action, so a name that carries both the record type and the purpose keeps similar flows apart.

![The Document Flow Info step](/reference-assets/images/procore/document-flow-info.png)

### Customize the invite email subject and body

Add an optional custom subject and message for the email invites sent to the recipients. You can type plain text, or personalize the message with data from the Procore record.

> [!NOTE]
> This configuration overrides email message settings stored in the selected template. To use the original email message from the template, leave this section blank, and proceed to the next step.

To add Procore data to the subject or the body:

- Open the **Tag Builder**.
- Select a Procore record type, then select a field within that record type.
- Copy the generated tag and insert it into the subject or message.

Click **Next to Recipients** to proceed.

![Customizing the invite email with a merge tag](/reference-assets/images/procore/customize-email-invite-message.png)

### Configure recipients

> [!NOTE]
> This configuration overrides settings stored in the selected template. To use the original recipients from the template, leave this section blank, and proceed to the next step.

Click **+ Add Recipient**.

- Name each recipient role.
- To add a sender as a recipient, check the **Sender's email** box.
- To pull a recipient's email from the Procore record, use the **Tag Builder** and copy the tag into the recipient field.
- Use the toggle to define how recipients sign the document: in order or at the same time.
- Click the gear icon to configure password protection, expiration days, reminders, and forwarding for the invite.
- Click **+ Add Recipient** to add additional signers.

> [!NOTE]
> The roles must match the roles configured in the template the flow is applied to.

![Configuring document flow recipients](/reference-assets/images/procore/document-flow-recipients.png)

Click **Save** to save the document flow configuration.

The document flow appears in the list of flows, where you can edit or delete it. Document flows are applied when creating a custom action.

## Custom actions

Custom actions are reusable buttons in the SignNow side panel for your most common signature requests. Each time a user needs to send a document, they open a Procore record, click the action, and send the document per your configuration.

### Create a custom action

- Go to **Settings** and select **Custom Actions**, then click **+ Create Custom Action**.
- Enter a name for the custom action and an optional description.
- Select a document source. This defines what happens when the button is clicked:

| Option | Description |
| --- | --- |
| SignNow template: pre-selected by the Admin | A specific SignNow template is sent for signature. Select a template from the list and click **Apply**. |
| SignNow template: selected by the sender | The sender selects a SignNow template to send for signature when the action is triggered. |
| File: from the list of files attached to a Procore record | The sender selects a file attached to the Procore record to send for signature. |
| Self Sign: sign the document without sending | The sender signs a file attached to the Procore record without sending it to recipients. The document flow is not available. |

- Optionally, in **Add the SignNow Document Flow**, select a document flow to send the template or file with pre-configured invite settings. See [Document flows](#document-flows).
- In **Record type**, select the Procore record type where the custom action appears. If the action sends a template, make sure the record type matches the one selected in that template.
- Click **Save Custom Action**.

![Configuring a new custom action](/reference-assets/images/procore/new-custom-action.png)

The custom action appears in the list of custom actions, where you can edit or delete it.

Use the dropdowns on the top panel to filter existing custom actions by record type or date.

### Use a custom action

Once saved, the custom action appears in the SignNow side panel under **SEND FOR SIGNATURE** on every record of the associated record type.

To use a custom action:

- Go to the Procore record associated with the custom action.
- Open the SignNow side panel from the dock on the right edge of the page.
- Click the custom action to send the document according to your configuration.

![Custom actions in the SignNow side panel](/reference-assets/images/procore/custom-action-in-side-panel.png)

## Document storage

Go to **Settings** and select **Document Storage** to define where signed documents are saved once all parties complete signing. Customize the saving options:

- Turn on **Save completed documents in Procore** to attach completed documents to the Procore record they were sent from.
- Select **Keep document copies in SignNow** to also keep a copy in your SignNow account, then choose **Save in default workspace Team folder** or **Select destination folder**.
- Select **Export with Document History** to save the SignNow audit log alongside the document.
- Select **Save each signed document as a separate file** to save every document in a document group to the Procore record as its own file.

![Document Storage settings](/reference-assets/images/procore/document-storage-settings.png)

**Save completed documents in Procore** is on by default, so documents signed by all recipients are attached to the Procore record they were sent from.

To find a signed document:

- Go to the Procore record the document was sent from.
- Find the signed document in the **Attachments** section of the record.
- Click the file name to open it in the Procore document viewer, where you can page through it and download it.

![Signed documents in the record Attachments](/reference-assets/images/procore/signed-documents-in-attachments.png)

> [!NOTE]
> With **Export with Document History** enabled, a second file is saved alongside the document, prefixed `with_history_`. Its last page is the SignNow E-Signature Audit Log, listing the document name, ID, creation and send times, status, sender, signers, and a table of events.

---

**Next**: [Send with SignNow →](/docs/procore-send-with-signnow)


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*Full page: https://docs.signnow.com/docs/procore-admin-tools*