Creating Templates
Build a reusable template from scratch so future sends only need recipient data
Library templates are a great starting point, but your own documents often have unique clauses, branding, or structures. Creating a template from scratch lets you build a reusable document once — with smart fields, signer roles, and signature placeholders baked in — so every future send takes under a minute.
1. When to build from scratch
Start from scratch when you need a document structure that does not exist in the library, or when you want full control over clauses, branding, and field placement. Common use cases:
- Custom contracts with proprietary clauses
- Branded documents with your company letterhead
- Recurring forms where field positions never change
- Documents with complex multi-party signing order
2. Step-by-Step
Step 1: Create a new blank template
Go to Templates and click Create from scratch. Give the template a clear name and pick a category (Contracts, HR, Legal, etc.) so you and your team can find it later. You start with a blank document canvas.
Step 2: Build the document content
Type or paste your document text directly into the editor. Format headings, paragraphs, and lists as needed. Think of this as your master copy — every document generated from this template will inherit this exact structure. Keep the content generic: use placeholders like [Company Name] where the data will change.
Step 3: Add smart fields
Smart fields are dynamic placeholders that auto-fill with data when you create a document from the template. Click Insert smart field and choose the type you need: text, date, number, or dropdown. Place them where your placeholders were (e.g. replace [Company Name] with a Company Name smart field). Label each field clearly so it is obvious what data goes there later.
Step 4: Configure signer roles and signature placeholders
Define who will sign this document. Add signer roles — for example Signer 1 (you) and Signer 2 (the client). Then drag signature fields, initials, or stamp fields onto the document for each role. Set the signing order if signatures must happen in sequence. This setup is saved in the template, so you never have to reconfigure it per document.
Step 5: Save and use the template
Save the template. From My Templates, click Use template. The platform creates a new document based on your template. Fill in the smart fields — typically the recipient's data — and review the final document. Add the recipient's email, confirm the signing setup, and send. The recipient receives a secure signing link and signs at QES level.
3. Tips & Best Practices
Name templates descriptively
Use names like 'Service Agreement — Freelancer RO' instead of 'Template 1'. Your future self (and your team) will thank you.
Pre-fill your own smart fields
If you are always one of the signing parties, save your own data in the template defaults so only the counterparty's fields remain empty.
Group related smart fields
Place all company-related fields together and all personal fields together. It makes filling them out later faster and less error-prone.
Test before team rollout
Create one test document from the template, fill all smart fields, and go through the full signing flow yourself before sharing it with colleagues.
Need Assistance?
If you need help creating your first template, setting up smart fields, or configuring signer roles, our support team is happy to help.