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

# Admin tools

# Admin tools

Select **Admin Tools** to customize SignNow settings and experience for your organization's users.

> **Admin Tools** is available to SharePoint Online admins only.

Select [**Templates**](/docs/sharepoint-online-admin-tools#templates) to create and configure templates (add fields, set up data binding, and manage recipients).

Select [**Document flows**](/docs/sharepoint-online-admin-tools#document-flows) to create a reusable configuration that defines invite settings, recipients, and email content for a document or document group.

Select [**Custom actions**](/docs/sharepoint-online-admin-tools#custom-actions) to create reusable buttons in SharePoint Online for your most common signature requests.

Select [**Document storage**](/docs/sharepoint-online-admin-tools#document-storage) to define where completed documents are saved.

---

## 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 entities by type (All Types, Templates, Document Group Templates)
- Sort by ascending or descending order, name, or date updated

To manage a template, use the available options to rename it, copy its ID, and view existing roles.

Each template shows its location beneath its name, displayed as team or workspace name > folder name (for example, [SharePoint integration] > [Team Templates]).

### Create template

Click **Create New Template** and select the documents you want to add to the document group template. Select multiple documents at a time if needed.

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

Alternatively, upload .docx files containing text tags. The tags are automatically converted into fillable fields when the document is uploaded.

![sharepoint_template_1_upd.png](/reference-assets/images/sharepoint_new/sharepoint_template_1_upd.png)

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

When you create a new template, it is saved to the Templates folder in your default workspace Team.

If the default workspace can't be identified:

- when you belong to a single workspace, it is saved to that workspace's Templates folder.
- when you belong to several workspaces and can't set a default (you are not an admin), it is saved to the Templates folder of the first workspace you can access.

---

### Add fillable fields and manage recipients

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

#### Add fields

Drag and drop default or custom fields onto the document and assign them to recipients.

**Default fields** are the standard SignNow field types built into the editor. They are available to all users without any setup.

**Custom fields** are pre-defined fillable fields that you configure once in the SignNow UI and reuse across documents. Instead of reconfiguring the same settings every time, you set them up once — name, type, size, validation, and other properties — and then drag the saved field onto any document.

Select the field in the document and use the panel on the right to configure its settings.

> **Tip**: Give the field a descriptive name to easily locate it when pre-filling fields.

![sharepoint_template_2.png](/reference-assets/images/sharepoint_new/sharepoint_template_2.png)

#### Manage recipients

Click **Manage Recipients** in the left-hand panel.

Name the recipient role, add the email address, and define the recipient's allowed action:
- **Signer**: Fills out and signs the document.
- **Viewer**: Views the document. No fields are assigned to this role.
- **Approver**: Reviews and approves the document.

Add CC recipients and define the signing order.

![sharepoint_template_3.png](/reference-assets/images/sharepoint_new/sharepoint_template_3.png)

Use the top panel to access document tools:
- Click **Open Preview** to see how the document appears to each recipient.
- Click **Download** (down arrow) to download the document.
- 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.

![sharepoint_template_4.png](/reference-assets/images/sharepoint_new/sharepoint_template_4.png)

When your template is ready, click **Save and Close**.

---

### Pre-fill fillable fields

Configure data mapping between SharePoint Online object fields and document fields.

> Attachment, stamp, initials, and signature fields cannot be pre-filled. The SharePoint field type must match the type of the corresponding template field.

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

- Select the SharePoint list to use for pre-filling.

![sharepoint_prefill_1.png](/reference-assets/images/sharepoint_new/sharepoint_prefill_1.png)

- Select the documents with fields to use for pre-filling. Click **Apply**.

![sharepoint_prefill_2.png](/reference-assets/images/sharepoint_new/sharepoint_prefill_2.png)

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

![sharepoint_prefill_3.png](/reference-assets/images/sharepoint_new/sharepoint_prefill_3.png)

- Select SharePoint list fields to populate the template fields.

![sharepoint_prefill_4.png](/reference-assets/images/sharepoint_new/sharepoint_prefill_4.png)

- Use the **Allow Editing** column to define whether recipients can edit the pre-filled data (enabled by default).

![sharepoint_prefill_5.png](/reference-assets/images/sharepoint_new/sharepoint_prefill_5.png)

- Click the trash bin icon to delete field mapping.

> Click the arrow in the second column to choose the mapping behavior: pre-fill the document field only, or pre-fill it and update the connected SharePoint field at the same time.

*Pre-fill the document field*

![sharepoint_prefill_6.png](/reference-assets/images/sharepoint_new/sharepoint_prefill_6.png)

*Pre-fill the document field and update the SharePoint field*

![sharepoint_prefill_7.png](/reference-assets/images/sharepoint_new/sharepoint_prefill_7.png)

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

---

## 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

Click **Create Document Flow**.

**Add document flow information**
- Enter a name for the document flow and a default document name.
- Define what settings the sender can configure when sending the document for signature.

![sharepoint_flow_1.png](/reference-assets/images/sharepoint_new/sharepoint_flow_1.png)

- Click **Next to Customization** to proceed.

#### Customize the invite email subject and body

Add an optional custom subject and message for the email invites sent to the recipients.

> 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.

- Pre-fill the subject and body with SharePoint data using tags.
  - Open the **Tag Builder**.
  - Select a SharePoint list, then select a field within that list.
  - Copy the generated tag and insert it into the subject or message.

![sharepoint_flow_2.png](/reference-assets/images/sharepoint_new/sharepoint_flow_2.png)

#### Configure recipients

> 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**.
- To add a sender as a recipient, check the **Sender's email** box.
- Use the toggle to define how recipients sign the document: in order or at the same time.
- To pre-fill a recipient's email from SharePoint, use tags.
- Click the settings icon to configure password protection, expiration days, reminders, and forwarding for the invite.
- To add more recipients, click **Add Recipient** again.

![sharepoint_flow_3.png](/reference-assets/images/sharepoint_new/sharepoint_flow_3.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](/docs/sharepoint-online-admin-tools#custom-actions).

---

## Custom actions

Custom actions are reusable buttons in SharePoint Online for your most common signature requests. For example, create a **Send Service Agreement** button and add it to a SharePoint site. Each time a user needs to send an agreement to a customer or sign it themselves, they click the button and follow the configuration.

### Create a custom action

- 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 SharePoint library | The sender selects a file from a SharePoint library to send for signature. |
| Self Sign | The sender signs the document without sending it to recipients. This action appears in the library item context menu. The document flow is not available. |

![sharepoint_action_1.png](/reference-assets/images/sharepoint_new/sharepoint_action_1.png)

- Optionally, add a document flow to send the template or file with pre-configured invite settings.
- Select the SharePoint list (for sending templates) or library (for files and self-signing) where the custom action appears. The selected list or library must match the one configured in the template and document flow.

![sharepoint_action_2.png](/reference-assets/images/sharepoint_new/sharepoint_action_2.png)

Click **Save Custom Action**.

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 SharePoint list or date.

### Use a custom action

Once saved, the custom action appears in the associated SharePoint list or library menu, for example, in the record item dropdown. The location depends on your organization's integration settings.

To use a custom action:
- Go to the SharePoint list or library associated with the custom action.
- Select the item or file you want to apply the action to.
- Click **More (...)** in the toolbar or right-click the item or file to open the menu.
- Click the custom action to send documents according to your configuration.

![sharepoint_action_3.png](/reference-assets/images/sharepoint_new/sharepoint_action_3.png)

What happens next depends on the action type:

| Action type | Available from | Result |
|---|---|---|
| SignNow template: pre-selected by admin | List only | Sending flow opens immediately |
| SignNow template: selected by sender | List only | **Select Template** window opens |
| File from SharePoint library | Library only | File sending flow opens |
| Self Sign | Library only | Document opens in FreeForm invite mode |

For the complete sending steps, see [Send with SignNow](/docs/sharepoint-online-send-with-signnow).

---

## Document storage

In **Document Storage**, define where signed documents are saved once all recipients have signed. Set the following options:
- Choose whether to save completed documents in SharePoint Online. Enabled by default.
- Choose whether to keep document copies in SignNow. Enabled by default.
- Choose whether to export documents with their history.

![sharepoint_storage_4_upd.png](/reference-assets/images/sharepoint_new/sharepoint_storage_4_upd.png)

### Store document copies in SignNow

When **Keep document copies in SignNow** is enabled, choose where copies are stored in your SignNow workspace:

- **Save in default workspace Team folder** — (default) Document copies are saved to the Team's Documents folder in your default workspace.
- **Select destination folder** — choose a different SignNow workspace **team folder**. Click **Change** to pick from the list. Only team folders are available; private folders are not listed. The picker lists Team folders from all your workspaces, not only your active one, each labeled as workspace name > folder name.

![sharepoint_storage_5_upd.png](/reference-assets/images/sharepoint_new/sharepoint_storage_5_upd.png)

> **Note**: Everyone in your workspace with access to the selected team folder can access the stored documents.

**How copies are saved**: SignNow saves each document on behalf of the user who sent it for signing. If that user doesn't have access to the configured destination folder, the document is saved on behalf of the admin.

When **Save in default workspace Team folder** is selected, each copy is saved based on how the document was created:

- **From a file**: to the Documents folder in your default workspace Team.<br>If the default workspace can't be identified:
    - when you belong to a single workspace, it is saved to that workspace's Documents folder.
    - when you belong to several workspaces and can't set a default, it is saved to your personal Documents folder.
- **From a template**: to the Documents folder in the same team or space as the template. Each location keeps a Templates and a Documents folder side by side, so the document lands in the Documents folder next to the template:
    - personal Templates → Documents
    - Private Teams > SharePoint integration > Templates → Documents (the old integration folder is still supported)
    - Workspace > Team > Templates → Documents

### Save completed documents in SharePoint Online

By default, documents signed by all recipients are saved to SharePoint Online.

Signed documents originating from SharePoint lists are attached to the corresponding list record.

To find a signed document:
- Go to the SharePoint list.
- Double-click the list item the document was sent from.
- Find the signed document in the **Attachments** section of the record.

![sharepoint_storage_3.png](/reference-assets/images/sharepoint_new/sharepoint_storage_3.png)

Documents originating from SharePoint libraries are stored in the same library folder as a separate copy.

> **Tip**: If you need to copy files from one SharePoint folder to another, see [Copy files with SharePoint connector](/docs/power-automate-signnow-copy-sharepoint-files) for an example Power Automate flow that filters files in a SharePoint library and copies them to another folder.

---

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


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