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Client, Student, Patient – who is your default role?

Roles are critical and easy, once you know where to look and how to use them.

Roles help you…

  • work with Multi-Party e-Sign docs and forms. Example: Seller then Buyer, Client then You (Vendor), Student then Teacher.
  • Tag Contacts, so you can group audiences for marketing or filter-views.

HOW TO EDIT ROLES:

  1. Option 1: On the setup wizard, in the pink box (e-Sign Setup for example), the system should ask for your default role. This is the most common client-label for your industry. Examples:
    1. Client – for many industries
    2. Patient, if you’re for example a dentist
    3. Student, if you run a school for ninjas
    4. Borrower if you provide loans
    5. NOTE: this could be more than one common role – if you’re a real estate agent, you work with both buyers and sellers. Just pick either one as your default, i.e. Seller / Listing or Buyer.
  2. Option 2: In-Context. In the shortcode editor or PDF Field-Settings, you should have a dropdown for roles, and at the bottom of it, there should be an option for “Add New”. Once you select this, a text-entry field should appear.
  3. Option 3:  User Settings >> About Your Business >> Roles. Because SwiftCloud is so flexible, you can add additional roles all businesses have, like supplier, vendor, staff / employee, etc and then you can create groups in the filter-view system.

How to Use Roles:

  1. In shortcodes; note this will “freeze” that data for multi-party e-Sign. If a field is designated as a seller-field (i.e. date-time the seller signed), then when the doc goes from seller to buyer, that date-time will show when the seller signed, not today’s date-time. All data fields become “locked” once one party has signed.
  2. In Filterview: Example: “Clients in San Francisco” – you could create a filter-view showing all people with 415 area code phones or San Francisco in their address, who are also tagged with “#client”, then save it as a view. As you add more people to this group, the view will show the newest updated data.

Have any questions? Let us know and we’ll update this support entry.

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