What are Templates?
Templates in Documenso allow you to create reusable document structures for documents you send frequently. Instead of uploading the same document and placing fields repeatedly, create a template once and use it multiple times.Benefits of Templates
Time Savings
- Upload and configure your document once
- Reuse for multiple signers
- Pre-placed fields save setup time
- Consistent document presentation
Consistency
- Same fields in the same locations every time
- Standardized signing experience
- Reduced errors from manual field placement
- Professional, uniform documents
Efficiency
- Quick document generation from templates
- Streamlined workflows for recurring documents
- Easy updates to template structure
- Bulk sending capabilities
Template vs. Document
Document
- Created for specific recipients
- One-time use
- Sent to specific people
- Archived after completion
Template
- Reusable structure
- Used multiple times with different recipients
- Recipients added each time you use it
- Updated centrally for all future uses
Template Types
Documenso supports two types of templates:Private Templates
Standard templates for your team:- Only accessible by your team members
- Used within your organization
- Full control over usage and access
- Default template type
- Internal documents
- Confidential agreements
- Team-specific workflows
- Controlled document processes
Public Templates
Templates that can be shared publicly:- Accessible via direct link
- Recipients can complete without logging in
- Great for standardized forms
- Optional template type
- Public forms and applications
- Client onboarding
- Standard agreements
- Self-service document signing
Public templates and direct links may be an enterprise feature. Check your plan for availability.
Common Template Use Cases
Human Resources
- Employment contracts
- Offer letters
- NDAs for new employees
- Performance review forms
- Time-off requests
Sales
- Service agreements
- Proposals and quotes
- Client contracts
- Master service agreements
- Purchase orders
Legal
- Non-disclosure agreements
- Consent forms
- Release forms
- Amendment templates
- Standard contracts
Operations
- Vendor agreements
- Partnership agreements
- Lease agreements
- Contractor agreements
- Policy acknowledgments
Template Features
Pre-Configured Recipients
Templates can include placeholder recipients:- Define recipient roles (Signer, Approver, CC)
- Set signing order
- Configure authentication requirements
- Add new recipients when using the template
Pre-Placed Fields
Fields are positioned once in the template:- All standard field types supported
- Assigned to recipient roles
- Positioned on the document
- Reused in every document created from the template
Template Settings
Templates inherit or override organization settings:- Email subject and message templates
- Signing order preferences
- Authentication requirements
- Signature method availability
- Expiration periods
Direct Template Links
For public templates:- Generate a unique signing link
- Share via email, website, or QR code
- Recipients sign without account required
- Automatic document creation for each signer
Template Organization
Folders
Organize templates using folders:- Create template-specific folders
- Separate from document folders
- Organize by department, type, or purpose
- Nested folders for complex structures
Template Visibility
Control who can see and use templates:- Everyone: All team members can use
- Manager and Above: Restricted to managers and admins
- Admin: Administrator access only
Template Search
Find templates quickly:- Search by name
- Filter by folder
- Sort by creation date or usage
- View template details before using
Creating Documents from Templates
Quick Creation
Bulk Sending
For enterprise plans:- Send the same template to multiple recipients
- Upload a CSV with recipient details
- Automated document generation
- Track all documents from one dashboard
Template Management
Editing Templates
Update existing templates:- Modify field placement
- Update recipient roles
- Change template settings
- Adjust document content (by replacing PDF)
Editing a template only affects new documents created from it. Existing documents created from the template remain unchanged.
Duplicating Templates
Create similar templates quickly:- Open an existing template
- Click Duplicate
- Modify the copy as needed
- Save as a new template
Deleting Templates
Remove templates you no longer need:- Does not affect documents already created
- Cannot be undone
- Remove carefully
Template Best Practices
Design
- Use clear, professional PDFs
- Ensure consistent formatting
- Place fields in logical locations
- Test the template before widespread use
Naming
- Use descriptive, searchable names
- Include version numbers if applicable
- Follow a naming convention
- Example: “HR - NDA - Standard v2.0”
Organization
- Create folders by department or type
- Archive outdated templates
- Keep active templates easily accessible
- Review and update regularly
Testing
- Test new templates with yourself first
- Verify all fields work correctly
- Check email notifications
- Confirm the signing experience is smooth
Maintenance
- Review templates quarterly
- Update for legal or policy changes
- Archive obsolete versions
- Document template purposes and usage
Template Analytics
Track template usage:- Number of documents created
- Completion rates
- Average signing time
- Most-used templates
Template analytics features may vary by plan. Check your organization settings for available reports.
Direct Link Templates
For public templates with direct links:Creating Direct Links
- Mark template as Public
- Enable Direct Link
- Configure the direct link recipient
- Copy the shareable link
Using Direct Links
- Share via email, website, or social media
- Embed in web pages
- Use in QR codes
- Include in marketing materials
Direct Link Settings
- Enabled/Disabled: Turn link access on or off
- Recipient Configuration: Define who the template is for
- Custom branding: Apply organization branding
- Redirect URL: Where to send users after signing