Creating a Template
Build templates with role-based fields
Creating a Template
Creating a template is a one-time investment that saves you hours of work in the future. This guide walks you through the complete process of creating your first template in SignNXT.
Creating a template takes about 10 minutes. After that, you can create documents from it in just 30 seconds. The time savings compound quickly!
Before You Start
Make sure you have:
- ✅ Professional Plan - Templates require Professional plan or higher
- ✅ Finalized PDF - Your document should be complete and ready
- ✅ Clear Roles - Know who needs to sign (Client, Manager, etc.)
- ✅ 10 minutes - Set aside time to complete the setup
Start with a document you send frequently (3+ times). Common examples: employment contracts, NDAs, service agreements, invoices.
The 3-Step Process
Creating a template involves three main steps:
1. Upload PDF - Upload your document and provide basic information
2. Define Roles - Create generic signer roles (Client, Manager, etc.)
3. Place Fields - Add signature and form fields assigned to roles
The template creation wizard guides you through each step
Complete Step-by-Step Guide
Navigate to Templates
From your dashboard, click on "Templates" in the left sidebar.
Access templates from the main navigation
Then click the "New Template" button in the top right corner.
Click New Template to start creating
Upload PDF and Enter Details
You'll see Step 1 of the wizard: Upload PDF
Provide basic information about your template
Fill in the required information:
Template Name (Required)
Enter a clear, descriptive name:
✅ Good: "Employment Contract - Full Time"
✅ Good: "NDA - Standard Client"
✅ Good: "Service Agreement - Monthly"
❌ Poor: "Template 1"
❌ Poor: "Contract"
Category (Optional)
Group similar templates together:
• HR & Employment
• Legal & Compliance
• Sales & Contracts
• Finance & Accounting
Upload PDF (Required)
Click the upload area or drag and drop your PDF file.
Requirements:
• PDF format only
• Maximum 25MB
• Can be multi-page
• Should be finalized (no edits needed)
Your PDF is uploaded and ready
Save Template To (Optional)
Choose where to save your template:
• My Templates (default) - Private, only you can access
• Shared Folder - Team members can access and use
You can only save to shared folders where you have Edit access. If you don't see any folders, the template will be saved to "My Templates" (private).
When ready, click "Next: Define Roles"
Define Roles
Now you'll define the generic roles that will sign this document.
Define who needs to sign using generic roles
What Are Roles?
Roles are generic signer positions, not specific people:
• Instead of "John Smith" → use "Client"
• Instead of "Jane Doe" → use "Manager"
• Instead of "Bob Johnson" → use "HR Representative"
Adding Your First Role
Click the "Add Role" button to create a new role.
Enter role details
Fill in:
Role Name (Required)
• Use clear, generic names
• Examples: Client, Manager, Employee, Vendor, Parent
• Avoid specific names like "John" or "Jane"
Role Description (Optional)
• Add context about this role
• Example: "The client receiving services"
• Example: "Department manager approving the request"
Signing Order (Automatic)
• First role added = Signs first (Order 1)
• Second role added = Signs second (Order 2)
• And so on...
Click "Add Role" to save.
Adding More Roles
Repeat the process to add all roles needed:
All roles listed with signing order
Example for Employment Contract:
1. Employee (Signs first)
2. Hiring Manager (Signs second)
3. HR Representative (Signs third)
Reordering Roles
If you need to change the signing order:
• Use the up/down arrows next to each role
• Drag and drop roles to reorder
• Signing order updates automatically
Deleting Roles
Click the trash icon to remove a role (only if no fields are assigned to it yet).
You must have at least one role to continue. Most templates have 2-3 roles.
When ready, click "Next: Place Fields"
Place Fields on Document
Now comes the most important part - placing fields on your PDF and assigning them to roles.
The field placement interface
Understanding the Interface
You'll see three main areas:
1. Role Selector (Top)
• Shows all your roles with color coding
• Click a role to select it
• Selected role is highlighted
• Fields you place will be assigned to the selected role
2. Field Palette (Left)
• Shows available field types
• Drag fields from here onto the PDF
• Each field type has an icon
3. PDF Viewer (Center)
• Your document with zoom and navigation
• Drop fields onto the PDF
• Move and resize fields as needed
Field Types Available
Signature Fields:
• Signature - Full signature
• Initials - Initials only
Form Fields:
• Date - Date selection
• Text - Single-line text input
• Multi-line Text - Multiple lines of text
• Checkbox - Yes/no selection
• Email - Email address (validated)
• Phone - Phone number (validated)
• Number - Numeric input
Placing Fields: Step by Step
1. Select a Role
Click on the role card at the top (e.g., "Client")
Select the role before placing fields
Always select a role BEFORE placing fields. Fields are assigned to the currently selected role.
2. Choose a Field Type
From the field palette, drag the field type you want (e.g., Signature)
3. Drop on PDF
Drag the field to the exact position on the PDF where you want it
Drag and drop fields onto your document
4. Adjust Position and Size
• Move: Click and drag the field
• Resize: Drag the corners to resize
• Delete: Click the X button on the field
5. Repeat for All Fields
Continue placing fields for the current role, then:
• Select the next role
• Place their fields
• Repeat until all roles have their fields
Repeat for all roles have their fields
Multi-Page Documents
If your PDF has multiple pages:
• Use page navigation controls to move between pages
• Place fields on any page
• Fields remember which page they're on
Field Properties
Click on a placed field to see its properties:
• Required/Optional - Toggle if field must be filled
• Field Label - Add a label for merge fields
• Help Text - Add instructions for signers
Example Field Layout
For an Employment Contract:
Manager Role (Blue):
• Signature field at bottom of page 1
• Date field next to signature
Employee Role (Green):
• Signature field at bottom of page 1
• Date field next to signature
Fields color-coded by role for easy identification
Tips for Field Placement
✅ Place fields where signers expect them - Bottom of pages for signatures
✅ Leave enough space - Don't overlap with text
✅ Use consistent sizing - All signature fields same size
✅ Test the layout - Zoom in to check positioning
✅ Group related fields - Date next to signature
You can copy fields! Hold Ctrl (or Cmd on Mac) while dragging a field to duplicate it.
Saving Your Fields
As you place fields, they're automatically saved. You'll see a field count for each role showing how many fields they have.
Review and Save Template
Before saving, review your template:
Check that:
• All roles have at least one field
• Fields are positioned correctly
• Required fields are marked as required
• Signing order is correct
Once you save, you can edit the template later, but it's easier to get it right the first time. Take a moment to review everything.
When ready, click "Save Template"
You'll see a success message and be redirected to your templates library.
After Creating Your Template
Once saved, your template is ready to use:
• Appears in Templates Library - Find it in your templates list
• Ready to Use - Create documents from it immediately
• Can Be Edited - Make changes anytime
• Can Be Shared - Move to shared folder for team access
Your template is now available in the library
Common Mistakes to Avoid
1. Using Specific Names Instead of Roles
❌ Wrong: Role name "John Smith"
✅ Right: Role name "Client"
Why: Templates are reusable. Generic roles let you map to different people each time.
2. Forgetting to Select a Role Before Placing Fields
❌ Wrong: Placing fields without selecting a role first
✅ Right: Select role, then place fields
Why: Fields must be assigned to a role. If no role is selected, you'll get an error when saving.
3. Overlapping Fields with Text
❌ Wrong: Placing signature field on top of important text
✅ Right: Place fields in blank spaces or designated areas
Why: Overlapping makes the document hard to read and looks unprofessional.
4. Inconsistent Field Sizes
❌ Wrong: Different signature field sizes for each role
✅ Right: All signature fields the same size
Why: Consistency looks professional and makes signing easier.
5. Not Testing the Template
❌ Wrong: Saving template without testing
✅ Right: Create a test document to verify everything works
Why: Better to catch issues now than after sending to clients.
Template Best Practices
Naming Conventions
Use descriptive, searchable names:
✅ "Employment Contract - Full Time Employee"
✅ "NDA - Standard Client Agreement"
✅ "Invoice - Monthly Services"
Role Naming
Use clear, professional role names:
✅ Client, Customer, Vendor
✅ Manager, Supervisor, Director
✅ Employee, Contractor, Consultant
Field Placement
• Signatures - Bottom of pages, aligned
• Dates - Next to signatures
• Initials - Bottom corners of pages
• Text fields - Where information is needed
Organization
• Use categories to group similar templates
• Store in shared folders for team access
• Add descriptions to help others understand the template
Testing Your Template
After creating a template, test it:
1. Use the template to create a test document
2. Map roles to test email addresses
3. Send to yourself (use different email addresses for each role)
4. Sign as each role to verify field placement
5. Check the completed document to ensure everything looks good
Always test a new template with yourself before sending to real clients or employees. This catches any issues early.
Editing a Template
Need to make changes? You can edit templates anytime:
• Go to Templates library
• Click the three dots menu on the template
• Select "Edit Template"
• Make your changes
• Save
Note: Changes only affect future documents, not ones already sent.
Frequently Asked Questions
How many roles can I add?
Unlimited! Add as many roles as needed. Most templates have 2-4 roles.
Can I change the signing order later?
Yes, edit the template and reorder the roles. Changes apply to future documents only.
What if I forget to assign a field to a role?
You'll get an error when trying to save. All fields must be assigned to a role.
Can I use the same role name twice?
No, each role must have a unique name within the template.
Can I add fields after saving the template?
Yes, edit the template anytime to add, remove, or modify fields.
Do I need to place fields on every page?
No, only place fields where signatures or information is needed.
Next Steps
Now that you've created your template:
1. Test it - Create a test document and sign it yourself
2. Use it - Create your first real document from the template
3. Share it - Move to shared folder if your team needs access
4. Create more - Identify other recurring documents to templatize
You've created your first template! Every time you use it, you'll save 90% of the time compared to creating documents from scratch.
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Need help?
If you're having trouble creating a template, contact our support team at support@signnxt.com
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