Understanding Templates
Learn about reusable document templates
Understanding Templates
Templates are reusable document blueprints that save you time when you need to send the same type of document repeatedly. Instead of uploading a PDF and placing fields every time, create a template once and reuse it instantly.
Templates are available on the Professional plan and above. They're one of the most powerful time-saving features in SignNXT.
What Are Templates?
A template is a pre-configured document that includes:
• PDF Document - Your base document (contract, agreement, form, etc.)
• Roles - Generic signer roles (e.g., "Client", "Manager", "HR") instead of specific people
• Field Positions - Pre-placed signature, date, and text fields
• Field Assignments - Each field is assigned to a specific role
• Settings - Default reminder and expiry settings
Your template library - reusable documents ready to use
Templates vs Regular Documents
Understanding the difference helps you know when to use each:
| Feature | Regular Document | Template |
|---|---|---|
| Setup Time | 5-10 minutes each time | 10 minutes once, then instant |
| Signers | Specific people (John, Jane) | Generic roles (Client, Manager) |
| Reusability | One-time use | Unlimited reuse |
| Field Placement | Manual every time | Pre-configured |
| Best For | One-off documents | Recurring documents |
| Time Savings | None | 90% faster after first use |
If you send the same type of document more than 3 times, create a template. The time savings compound quickly!
How Templates Work
Templates use a role-based system:
The Role-Based Concept
Instead of assigning fields to specific people, you assign them to roles:
Traditional Way (Regular Document):
Signature Field → Assigned to: john@example.com
Date Field → Assigned to: jane@example.com
Template Way:
Signature Field → Assigned to: Role "Client"
Date Field → Assigned to: Role "Manager"
When you use the template, you map roles to real people:
Role "Client" → john@example.com
Role "Manager" → jane@example.com
Map template roles to real people when using a template
Benefits of Using Templates
1. Massive Time Savings
• First document: 10 minutes to create template
• Every document after: 30 seconds to use template
• Time saved: 90% reduction in document preparation time
Example:
- Without template: 10 minutes × 20 documents = 200 minutes (3.3 hours)
- With template: 10 minutes + (30 seconds × 20) = 20 minutes
- Savings: 180 minutes (3 hours)
2. Consistency
• Fields are always in the same place
• No risk of forgetting a field
• Professional, consistent appearance
• Reduced errors
3. Branding
• Use your company's standard documents
• Maintain brand consistency
• Professional image
4. Scalability
• Send 1 document or 1,000 documents
• Perfect for bulk sending (mail merge)
• Team members can use the same templates
5. Easy Updates
• Update template once
• All future documents use the updated version
• No need to retrain team members
If you send 50 employment contracts per year, templates save you approximately 75 hours annually. That's nearly 2 full work weeks!
Common Use Cases
Templates are perfect for any document you send repeatedly:
HR & Employment
• Employment Contracts - Roles: Employee, HR Manager
• Offer Letters - Roles: Candidate, Hiring Manager
• NDAs - Roles: Employee, Company Representative
• Performance Reviews - Roles: Employee, Manager
• Onboarding Forms - Roles: New Hire, HR
Sales & Business
• Service Agreements - Roles: Client, Account Manager
• Proposals - Roles: Client, Sales Rep
• Purchase Orders - Roles: Vendor, Buyer
• Invoices - Roles: Client, Finance
• Contracts - Roles: Client, Company Rep
Legal & Compliance
• Consent Forms - Roles: Client, Legal
• Waivers - Roles: Participant, Administrator
• Agreements - Roles: Party A, Party B
• Disclosures - Roles: Client, Compliance Officer
Education
• Parent Consent Forms - Roles: Parent, School Admin
• Enrollment Forms - Roles: Student, Registrar
• Field Trip Permissions - Roles: Parent, Teacher
Real Estate
• Lease Agreements - Roles: Tenant, Landlord
• Purchase Agreements - Roles: Buyer, Seller, Agent
• Disclosure Forms - Roles: Buyer, Seller
Template Components Explained
1. Roles
What they are: Generic signer positions (not specific people)
Examples:
• Client
• Manager
• HR Representative
• Employee
• Vendor
Properties:
• Role name
• Signing order (who signs first, second, etc.)
• Optional description
Roles define who needs to sign and in what order
2. Fields
What they are: Signature, date, and text fields assigned to roles
Field Types:
• Signature - Full signature
• Initials - Initials only
• Date - Date selection
• Text - Text input
• Checkbox - Yes/no selection
• Email - Email address
• Phone - Phone number
Each field has:
• Position on PDF (x, y coordinates)
• Size (width, height)
• Page number
• Role assignment
• Required/optional status
3. PDF Document
What it is: Your base document that fields are placed on
Requirements:
• PDF format only
• Maximum 25MB
• Can be multi-page
• Should be finalized (no edits needed)
Templates use the same PDF each time to ensure consistency. This guarantees that all documents created from the template have the same layout and field positions.
Template Workflow
Here's how templates fit into your document workflow:
Create Template (One Time)
Upload PDF, define roles, place fields, save template
Time: 10 minutes
Frequency: Once
Use Template (Every Time)
Select template, map roles to real people, send
Time: 30 seconds
Frequency: Every document
Signers Sign
Signers receive emails and sign as usual
Time: 2-5 minutes per signer
Frequency: Every document
Document Completed
All parties receive signed document
Time: Automatic
Frequency: Every document
The template workflow saves time on every document after the first
Template vs Document: When to Use Each
Use a Template When:
✅ You send the same document type repeatedly
✅ The document structure stays the same
✅ Only names/details change between documents
✅ You want to save time
✅ You need consistency
✅ Multiple team members send the same document
Use a Regular Document When:
✅ It's a one-time, unique document
✅ The document structure is completely different each time
✅ You're not sure if you'll use it again
✅ The document is highly customized
When in doubt, create a template. You can always delete it later if you don't use it, but you'll have it ready if you need it again.
Template Organization
Keep your templates organized for easy access:
Categories
Group templates by type:
• HR & Employment
• Sales & Contracts
• Legal & Compliance
• Finance & Accounting
• Operations
Folders
Store templates in shared folders:
• Team-specific folders (HR Team, Sales Team)
• Department folders
• Project folders
Naming Conventions
Use clear, descriptive names:
✅ Good: "Employment Contract - Full Time"
✅ Good: "NDA - Standard Client"
✅ Good: "Service Agreement - Monthly"
❌ Poor: "Template 1"
❌ Poor: "Contract"
❌ Poor: "Doc"
Template Permissions
Control who can use and edit your templates:
Permission Levels
• View Only - Can see template but not use it
• Use - Can create documents from template
• Edit - Can modify template
• Full Access - Can edit, delete, and manage permissions
Who Can Access
• Creator - Full access by default
• Workspace Owner - Full access to all templates
• Admins - Full access to all templates
• Team Leads - Access to team templates
• Members - Access based on folder permissions
Templates inherit permissions from the folder they're stored in. Put templates in shared folders to give team access.
Advanced Template Features
1. Bulk Send / Mail Merge
Send personalized documents to multiple recipients:
• Upload CSV with recipient data
• Map columns to roles and fields
• Send 100-10,000 documents in minutes
2. Pre-filled Fields
Set default values for fields:
• Company name
• Standard terms
• Dates
• Addresses
Getting Started with Templates
Ready to create your first template? Here's what to do:
1. Identify a recurring document - What do you send repeatedly?
2. Prepare your PDF - Make sure it's finalized
3. Define roles - Who needs to sign? (Client, Manager, etc.)
4. Create the template - Upload PDF, add roles, place fields
5. Test it - Use the template to create a test document
6. Share with team - Put in shared folder if needed
Start with your most frequently used document. Once you see the time savings, you'll want to create templates for everything!
Frequently Asked Questions
Can I edit a template after creating it?
Yes! You can edit template name, roles, fields, and even replace the PDF. Changes only affect future documents, not ones already sent.
How many templates can I create?
Unlimited! There's no limit on the number of templates you can create.
Can I share templates with my team?
Yes, store templates in shared folders to give team members access.
What happens to documents if I delete a template?
Documents created from the template are not affected. They remain independent and complete.
Can I convert a regular document into a template?
Not directly, but you can create a new template using the same PDF and field layout.
Do templates work with sequential signing?
Yes! Define signing order in roles (Role 1 signs first, Role 2 signs second, etc.).
Can I use templates for bulk sending?
Yes! Templates are required for bulk send / mail merge campaigns.
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Need help?
If you have questions about templates, contact our support team at support@signnxt.com
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