Create a Template

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Creating Your First Template

Templates save time by allowing you to reuse document structures. This guide will walk you through creating a template from scratch.

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Template Setup

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1. Upload Your Document

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PDF Requirements

• Must be in PDF format
• Should be finalized content (text cannot be edited after upload)
• High quality for best appearance
• All pages included

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Document Selection

Choose documents that you send frequently:

• Standardized contracts
• Recurring agreements
• Forms with consistent structure
• Documents with the same recipient pattern

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2. Template Information

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Template Title

Give your template a clear, descriptive name:

• Good: “HR - Employee NDA - Standard”
• Good: “Sales - Service Agreement - Annual”
• Bad: “Template 1” or “NDA”

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Public Title and Description

For public templates:

• Public Title: How the template appears to external users
• Public Description: Explain what the template is for
• Used when sharing direct links
• Make it clear and professional

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Template Type

Choose the template type: Private (Default):

• Only your team can use
• Not accessible externally
• Full control over usage

Public:

• Can be shared via direct link
• External users can access
• Anyone with link can sign

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3. Add Template Recipients

Define recipient roles for your template:

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Recipient Examples

For an employment contract template:

1. Employee (Signer, Order 1)
2. Hiring Manager (Signer, Order 2)
3. HR Department (CC)

For an NDA template:

1. Client (Signer)
2. Company Representative (Signer)

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4. Place Fields

Add fields that recipients will complete:

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Common Field Patterns

Signature Page:

• Signature field for each signer
• Name field below signature
• Date field
• Initials field (if needed)

Information Section:

• Text fields for custom data
• Email field for contact
• Date fields for dates
• Checkboxes for acknowledgments

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Field Assignment

Assign each field to a recipient role:

• Fields assigned to “Employee” role completed by the employee
• Fields assigned to “Manager” role completed by the manager
• Ensure each recipient has appropriate fields

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Field Placement Tips

Best Practices:

• Align fields with form lines in the PDF
• Leave adequate space for signatures
• Use consistent sizing for similar fields
• Test fields with sample data
• Verify fields don’t overlap important text

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5. Configure Template Settings

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Email Settings

Subject Line Template:

• Include placeholders like [Recipient Name]
• Make it relevant to the document type
• Example: “Please sign: NDA for [Project Name]”

Email Message Template:

• Provide standard instructions
• Can be customized when sending
• Include key information
• Keep it professional and concise

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Signing Order

Set the default signing order:

• Parallel: All recipients can sign simultaneously (default)
• Sequential: Recipients sign in specific order

Can be changed when creating documents from the template.

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Authentication Requirements

Set default authentication for the template:

• Account required
• Two-factor authentication
• None (token-based access only)

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Expiration Period

Set default expiration for documents created from this template:

• 7, 14, 30, 60, or 90 days
• Custom period
• No expiration

Recipients must sign before expiration.

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Signature Methods

Enable/disable signature methods:

• ✅ Typed signature
• ✅ Drawn signature
• ✅ Upload signature

Disable methods that don’t meet your requirements.

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Advanced Settings

Timezone and Date Format:

• Set timezone for date fields
• Choose date format (MM/DD/YYYY, DD/MM/YYYY, etc.)

Language:

• Set default language for notifications
• Affects email and UI text

Redirect URL:

• Where to send recipients after signing
• Can be your website or a thank-you page

Distribution Method:

• Email (default): Automatically send emails
• None: Manually share signing links

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6. Save and Test

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Creating Templates from Existing Documents

You can create a template from a completed document: This is useful when you’ve created a well-structured document that you want to reuse.

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Direct Link Templates

For public templates, you can enable direct links:

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Setting Up Direct Links

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Direct Link Use Cases

Event Waivers:

• Share link on event website
• Attendees sign before event
• Automatic document creation

Client Onboarding:

• Include link in welcome email
• Clients complete forms at their convenience
• Streamlined onboarding process

Application Forms:

• Embed link in application process
• Standardized form completion
• Automatic tracking

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Template Organization

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Using Folders

Organize templates in folders:

1. By Department:
   • HR Templates
   • Sales Templates
   • Legal Templates
2. By Type:
   • Contracts
   • Forms
   • Agreements
   • Waivers
3. By Status:
   • Active Templates
   • Archived Templates
   • Draft Templates

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Template Naming Conventions

Develop a consistent naming system: Format: [Department] - [Type] - [Variant] - [Version] Examples:

• HR - NDA - Standard - v2.0
• Sales - Service Agreement - Enterprise - v1.5
• Legal - Consultant Agreement - Standard - v3.0

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Updating Templates

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When to Update

• Legal or compliance changes
• Process improvements
• Branding updates
• Field placement optimization
• New requirements

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How to Update

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Version Control

Option 1: In-Place Updates:

• Edit existing template
• All future uses have new version
• Simple but loses version history

Option 2: Version Naming:

• Create new template with version number
• Keep old version in archive folder
• Clear version history
• Example: Template v1.0 → Template v2.0

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Template Best Practices

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Design

• Use clean, professional PDFs: Ensure document looks professional
• Test thoroughly: Create test documents before rolling out
• Standard formatting: Consistent fonts, spacing, and layout
• Clear instructions: Include any necessary instructions in the PDF

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Fields

• Essential fields only: Don’t over-complicate with too many fields
• Logical flow: Order fields in a natural reading sequence
• Appropriate types: Use the right field type for each data point
• Clear labels: Add custom text to guide recipients

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Recipients

• Meaningful role names: Use descriptive role names
• Appropriate roles: Assign correct recipient roles (Signer, CC, etc.)
• Consider workflow: Think about the signing sequence

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Settings

• Appropriate expiration: Balance urgency with reasonable time
• Clear emails: Write helpful subject lines and messages
• Security level: Match authentication to document sensitivity

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Maintenance

• Regular reviews: Check templates quarterly
• Update promptly: Make necessary changes quickly
• Archive old versions: Keep template list current
• Document changes: Note what changed in each version

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Troubleshooting

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Fields Not Aligned

• Edit template and adjust field positions
• Use preview mode to verify alignment
• Consider regenerating PDF with form lines

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Recipients Confused

• Add clearer labels to fields
• Update email message with better instructions
• Include instructions in the PDF itself

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Wrong Field Types

• Edit template and change field types
• Test with sample data
• Recreate field if necessary

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Template Not Showing

• Check template visibility settings
• Verify you’re in the right team/folder
• Ensure template was saved successfully

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Next Steps

• Use your template to create documents
• Organize templates with folders
• Set up organization template defaults