Using a Template
Send documents from templates
Using a Template
Once you've created a template, using it is incredibly fast. Instead of uploading a PDF and placing fields every time, you simply map roles to real people and create your document in seconds.
Creating a document from a template takes about 30 seconds compared to 10+ minutes for manual setup. That's a 95% time savings!
What Happens When You Use a Template
When you use a template, SignNXT:
1. Creates a new document from the template's PDF
2. Copies all fields with their exact positions
3. Maps roles to real people based on your input
4. Assigns fields automatically to the correct signers
5. Sends for signature (or saves as draft)
All in under 30 seconds!
Two Ways to Use a Template
You can use a template in two ways:
1. Create & Send Immediately (Recommended)
• Map roles to real people
• Document is created and sent automatically
• Signers receive emails immediately
• Best for: Single recipient documents
2. Create as Draft
• Map roles to real people
• Document is created but not sent
• You can edit fields before sending
• Best for: Documents needing review or customization
Complete Step-by-Step Guide
Find Your Template
Navigate to the Templates page from your dashboard. You'll see your template library with all available templates.
Your template library
Find the template you want to use:
• Use the search bar to find by name
• Filter by category
• Browse through your templates
Click 'Create from Template'
Once you've found your template, click the "Create from Template" button.
Click to start using the template
This opens the Role Mapping Dialog where you'll map generic roles to real people.
Enter Document Name
The Role Mapping Dialog appears with a pre-filled document name.
The Role Mapping Dialog
Document Name:
• Default: Template name + today's date
• Example: "Employment Contract - 22/12/2025"
• You can edit this to anything you want
Use descriptive names that help you find documents later. Include client name, date, or project name.
Map Roles to Real People
This is the key step! You'll see all the roles from your template, and you need to assign a real person to each role.
Map each role to a real person
For each role, enter:
Name (Required)
• Full name of the person
• Example: "John Smith"
• This appears in emails and on the document
Email (Required)
• Valid email address
• Example: "john.smith@company.com"
• Must be a real email - they'll receive signing link
Role Information Shown
• Role name - The generic role from template
• Signing order - When they sign (1st, 2nd, 3rd)
• Field count - How many fields they need to fill
• Color coding - Visual identification
Make sure email addresses are correct! Typos mean the signer won't receive their signing link.
Example Mapping:
Template Role: "Client" → Real Person:
• Name: John Smith
• Email: john.smith@clientcompany.com
Template Role: "Manager" → Real Person:
• Name: Sarah Johnson
• Email: sarah.johnson@yourcompany.com
Template Role: "HR Representative" → Real Person:
• Name: Mike Davis
• Email: mike.davis@yourcompany.com
Pre-fill Data Fields (Optional)
If your template has merge fields (data fields), you can pre-fill them now.
Pre-fill data fields to save signers time
What are Merge Fields?
• Fields that are created using smart fields from the field palette
• Fields that aren't created using standard fields
• Can be pre-filled by you or filled by signers
• Examples: Company Name, Start Date, Salary, Address
Field Palette Smart Fields Overview
Should you pre-fill them?
✅ Pre-fill if: You know the value (company name, start date, salary)
❌ Leave empty if: Signer should fill it (their address, phone number)
Benefits of Pre-filling:
• Saves signers time
• Ensures accuracy (you control the data)
• Faster completion rates
You can skip this step and let signers fill all fields. Pre-filling is optional but recommended when you have the information.
Choose Certificate Option (Optional)
Decide if you want to generate a Certificate of Completion for this document.
Enable certificate generation if needed
Certificate of Completion:
• PDF certificate generated after all signatures
• Shows who signed, when, and from where
• Provides additional proof of signing
• Sent to all parties automatically
When to enable:
• Legal documents requiring extra proof
• Compliance requirements
• High-value contracts
When to skip:
• Internal documents
• Simple agreements
• When not required
Choose Send Option
Decide whether to send the document immediately or save as draft.
Option 1: Send Immediately (Default - Recommended)
What happens:
1. Document is created from template
2. All fields are assigned to signers
3. Document is sent automatically
4. Signers receive email notifications
5. You're redirected to Documents page
Best for:
• Standard documents that don't need review
• When you trust the template is correct
• Single recipient documents
• Streamlined workflow
Option 2: Create as Draft (Uncheck the box)
What happens:
1. Document is created from template
2. All fields are assigned to signers
3. Document is saved as draft (not sent)
4. You're redirected to document edit page
5. You can review/edit before sending
Best for:
• Documents needing customization
• When you want to review first
• Adding/removing fields
• Adjusting field positions
For most use cases, "Send Immediately" is the best option. It's faster and templates are designed to be ready-to-use.
Create the Document
When you're ready, click the "Create & Send Document" button (or "Create Document" if saving as draft).
Click to create and send your document
What happens next:
If Sending Immediately:
1. Document is created (takes 2-3 seconds)
2. Fields are assigned to signers
3. Emails are sent to all signers
4. Success message appears
5. You're redirected to Documents page
Success! Your document is on its way
If Saving as Draft:
1. Document is created (takes 2-3 seconds)
2. Fields are assigned to signers
3. Success message appears
4. You're redirected to document edit page
5. You can review and send when ready
Review your document before sending
After Creating the Document
If You Sent Immediately
Signers receive emails:
• Professional signing invitation email
• Unique secure signing link
• Document name and sender information
• Clear call-to-action button
You can track progress:
• Go to Documents page
• See document status (Pending)
• View who has signed and who hasn't
• Receive notifications when signatures complete
If You Saved as Draft
You're on the document edit page:
• Review the PDF with fields placed
• Edit field positions if needed
• Add or remove fields
• Click "Send for Signature" when ready
Draft documents appear in your Documents list with "Draft" status. They won't be sent until you manually click "Send for Signature".
What Signers Experience
When signers receive the email and click the signing link:
1. Opens signing page - Secure, unique link
2. Reviews document - PDF with their fields highlighted
3. Fills fields - Signature, text, date fields
4. Submits - All required fields must be complete
5. Confirmation - Success message and email confirmation
Clean, intuitive signing experience
Sequential Signing:
• If you have multiple signers with signing order
• Second signer gets email only after first signs
• Third signer gets email only after second signs
• And so on...
Common Scenarios
Scenario 1: Employment Contract
Template Roles:
• Employee (signs first)
• Hiring Manager (signs second)
• HR Representative (signs third)
Using the Template:
1. Click "Create from Template"
2. Name: "Employment Contract - John Smith"
3. Map Employee → John Smith (john@email.com)
4. Map Manager → Sarah Johnson (sarah@company.com)
5. Map HR → Mike Davis (mike@company.com)
6. Pre-fill: Start Date, Salary, Position
7. Click "Create & Send"
Result: John receives email first, signs, then Sarah gets email, signs, then Mike gets email, signs. Done!
Scenario 2: Client NDA
Template Roles:
• Client (signs first)
• Company Representative (signs second)
Using the Template:
1. Click "Create from Template"
2. Name: "NDA - Acme Corp"
3. Map Client → Jane Doe (jane@acmecorp.com)
4. Map Company Rep → You (your@company.com)
5. Pre-fill: Company Name, Effective Date
6. Enable Certificate (legal document)
7. Click "Create & Send"
Result: Jane signs first, then you receive email to sign. Certificate generated after both signatures.
Scenario 3: Service Agreement (Need to Review First)
Template Roles:
• Client
• Account Manager
Using the Template:
1. Click "Create from Template"
2. Name: "Service Agreement - Q1 2025"
3. Map roles to real people
4. Uncheck "Send Immediately" (save as draft)
5. Click "Create Document"
6. Review on edit page
7. Adjust any fields if needed
8. Click "Send for Signature"
Result: You have time to review before sending to client.
Tips for Using Templates Effectively
Before Creating Document
✅ Double-check email addresses - Typos cause delivery failures
✅ Use descriptive document names - Makes finding documents easier
✅ Pre-fill what you know - Saves signers time
✅ Verify signing order - Make sure roles are mapped correctly
After Creating Document
✅ Track progress - Check Documents page regularly
✅ Follow up if needed - Send reminders to slow signers
✅ Download completed documents - Keep records
✅ Review audit logs - See complete signing history
Common Mistakes to Avoid
❌ Wrong email addresses - Always verify before sending
❌ Incorrect role mapping - Make sure right person gets right role
❌ Forgetting to pre-fill - Wastes signer time
❌ Not reviewing drafts - If you save as draft, remember to send it!
Troubleshooting
"Email address is invalid"
Problem: Email validation failed
Solution: Check for typos, spaces, or invalid characters
"Failed to create document"
Problem: Server error or template issue
Solution: Try again, or contact support if persists
"Signer didn't receive email"
Problem: Email not delivered
Solutions:
• Check spam/junk folder
• Verify email address is correct
• Resend from Documents page
• Check with IT if corporate email blocks external emails
"Can't find my document"
Problem: Document not visible in list
Solutions:
• Check folder filters
• Use search function
• Check status filter (Draft, Pending, Completed)
Frequently Asked Questions
Can I use the same template multiple times?
Yes! That's the whole point. Use it as many times as you need - unlimited.
Can I edit the document after creating from template?
Yes, if you saved as draft. If you already sent it, you can void it and create a new one.
What if I made a mistake in role mapping?
If not sent yet, edit the document. If already sent, void it and create a new one with correct mapping.
Can I change the PDF when using a template?
No, templates use the same PDF each time. The template ensures consistent field placement across all documents created from it.
Do signers see the template name?
No, they see the document name you entered, not the template name.
Can I use a template for just one signer?
Yes! Templates work with any number of signers (1 to unlimited).
What happens if a signer doesn't sign?
Document stays in "Pending" status. You can send reminders or void the document.
Can I track who has signed?
Yes, go to the document detail page to see signing status for each signer.
Next Steps
Now that you know how to use templates:
1. Practice - Use a template to create a test document
2. Explore - Try both "Send Immediately" and "Save as Draft"
3. Optimize - Create more templates for recurring documents
4. Share - Move templates to shared folders for team use
You now know how to use templates effectively. Start creating documents in seconds instead of minutes!
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Need help?
If you're having trouble using a template, contact our support team at support@signnxt.com
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