Creating and Using Templates

Templates let you set up a document once — with fields positioned and signers configured — and reuse it for every new envelope. If you send the same contract type regularly, templates will save you significant time.

Creating a Template

1. From the dashboard, click Templates in the left sidebar
2. Click New template
3. Upload your document (PDF or Word)
4. Give the template a clear name (e.g., “Standard NDA”, “Freelancer Agreement”)

Setting Up Template Roles

Templates use roles instead of named signers, because the actual person will vary each time you use the template.

1. In the Recipients section, click Add role
2. Name the role descriptively: “Client”, “Employee”, “Witness”
3. Set the signing order for each role

When you use the template to create an envelope, you’ll assign a real person to each role.

Placing Fields

Place fields exactly as you would for a regular envelope — drag from the left panel onto the document. Each field is assigned to a role (colour-coded).

Fields available in templates are the same as in regular envelopes: signature, initials, date, name, text, checkbox, dropdown.

Template-Filling Fields

If your document has blanks that need to be filled before sending (such as a client name or contract date), use text fields with the “Sender fills in” option. These fields are filled by you at send time, not by the signer.

Using a Template

1. Click New envelope
2. Select Use a template
3. Choose your template from the list
4. Assign a real signer to each role
5. Fill in any sender-fill fields
6. Review and send

Sharing Templates with Your Team

On Standard and Business Pro plans, templates can be shared across your team:

1. Open the template
2. Click Share → All team members

Shared templates appear in the Team templates section for every team member.

Editing a Template

Editing a template does not affect envelopes already sent from that template. Future envelopes will use the updated version.

To edit: click the … menu on any template → Edit template.

Template Best Practices

• Use generic placeholder text in the document itself (e.g., “{{Client Name}}”) so it’s clear where variable information goes
• Add instructions in the template message field to guide team members when they send
• Create role-specific templates for different contract types — don’t reuse one template for everything
• Review templates annually to ensure they still reflect your current standard clauses

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Related: How to Send a Document for Signing · Adding and Managing Signers