Learn the Basics of E-signature: How to Use Templates for Your Documents
Looking for a way to save even more time with DocuSign? Try creating a template. Templates are perfect for almost any DocuSign workflow that you do over and over again. Leveraging the documents and recipient information in your template makes the sending process a snap!
So what are some ways to use templates?
- Same document, different recipients: You have a disclosure form that you send to every potential client.
- Same recipients, different document: Every month, you send a report to your Board of Directors for their approval.
What are templates?
Templates help streamline the sending process when you frequently send the same or similar documents, or send documents to the same group of people. Templates allow you to create a standard document with any of the supported file types, with set recipients and recipient roles, and signing fields.
A template can include multiple files and can be sent to one or more recipients, using a signing order or not, as desired. Templates can also contain the signing instructions for the document.
Templates are flexible. You can use a template as is, without making any changes, or you can use a template as a starting point for your document. You can make changes to all aspects of a template, customising your document however you like.
What's the difference between templates and documents?
Creating a template is as easy as setting up a document. The key difference is that a document is a one-time transaction and a template is a blueprint for repeatable transactions. With templates, you can add named persons, just as you do when creating a regular document. But you can also define placeholder roles, that is, not an actual person but rather a role that would regularly participate in a transaction using the template.
Typically, with templates you assign roles rather than named persons, as it's likely your recipients and signers will change every time you use the template.
How do I create a template?
This is meant to cover very basic templates only. For more advanced information on templates, take a look at this guide.
- From the Templates page, click New Template.
- Enter a name and description for your template.
- To upload one or more files to the template from your local machine or from one of your authorised cloud storage providers, follow the regular procedure described in Add Files.
- Add recipient roles and any named recipients.
- To add a bulk list of recipients, select the Import Bulk List option, and follow the regular procedure described in Send a Document Using Bulk Send.
- (Optional) To set a routing order for your document or add an authentication method, follow the regular procedure described in Add Recipients.
- To define a standard message for your template, or to add private messages for individual recipients, follow the regular procedure described in Add Messages.
- To save your template without adding fields, click Other Actions and select SAVE AND CLOSE.
- To set the signing fields for your document, click NEXT.
- To add signing fields for each of your template recipients, follow the regular procedure described in Add Fields to Documents.
- To finish your template, click SAVE AND CLOSE. Your template is saved and ready to use.
Here's a quick video:
How do I start a document from a template?
You can start a document from a template from various places in DocuSign:
- Home page: click the NEW drop down and select Use a Template.
- Documents page: click the NEW drop down and select Use a Template.
- Templates page: locate your template and click USE.
How do I edit a template?
You can edit any template that you previously created and saved. If you have access to templates shared with you by other users, you may be able to edit these as well. When editing a template, if you decide you don't want to save your changes after all, you can discard the changes and leave the template in its original form.
- Go to the Templates page and locate the template you wish to edit.
- Click the template title to select it and open the Template Details view.
- Click EDIT and edit the template. You can change any aspect of the template, including the template name, and the files, recipients, and recipient fields.