Templates

You can create templates in Zoho Sign for commonly used documents, such as sales agreements, hiring documents, and social media policy, and reuse them whenever required. Unless you delete them manually, saved templates will remain in your account permanently.

Note: This feature is available only in Professional and Enterprise Editions.

With templates, you can perform the following tasks:

Create Template

The process of creating a template is identical to that of sending a document out for signature.

Note: Creation of templates can only be done by organization administrators.

To create a template:

Click Templates from the left navigation panel on your dashboard to open the template page.
Click Create template present at the top-right corner.
Upload or import the document that will be used to create the template.
Enter template name, details of the recipient and assign roles to them.

Note: Either the Role field or the Email field is mandatory to define a recipient. Both cannot be left empty at the same time.

Use the slider icon to arrange recipients in the desired signing order, or enter each recipient's intended position in the numeric field next to the slider icon.

Note: If the same position is entered in the signing order for two or more recipients, the document will be sent to them in parallel for signing. The recipients listed after them in the signing order will only receive the document once all of the previous signers have completed signing it.

Click More settings to configure additional settings like validity period, agreement validity, document type, folder, automatic reminder interval, and add a description.

Note: When you select a folder to add documents to, all documents created using that template will be added to the selected folder by default.

Once you have completed entering all recipient details and their associated items, click Continue to proceed to the document viewer. Alternatively, click Save & Close if you wish to save the document for later use.
Select the corresponding recipient from the Recipient's pane at the top right of the document viewer screen to add the form fields.

Note: In the recipient's pane, selecting prefill by you allows you to prefill text on the document as the owner before sending it out for signatures.

If the signer fields you want to add to the documents are already present in the previously saved template, you can import and reposition them directly on to the document. To do so, go to the actions menu and select Apply field template.

From the list of saved templates, select the corresponding template and click Yes to import the signer fields onto the document.
Click Save to create the template.

Use Template

You can utilize a template you've saved in your account anytime you need it. All you have to do is pick a template, fill in the recipient information, roles, and actions, and hit Send.

Steps to use a template that is already created:

Click Templates from the left navigation panel on your dashboard to open the templates page and choose the template you want to use.
Alternatively, you can click the plus icon at the bottom of your dashboard page and select Use template from the dropdown menu and choose the template you want to use from the template dialog box.
Enter the details for the template - document fields, recipient details, roles & actions in the Send for signatures dialog box.
Click Continue to proceed to edit document details page, where you can add documents,edit document details and send out for signatures. Alternatively, you can just click Quick send to send the document to recipients without any change in document details.

Template Actions

You can perform various actions on the templates you have created. To open the actions menu, click the ellipsis icon

at the top-right corner in your templates page.

Edit template
View template
Edit as new
Change ownership
Delete template
Create SignForm
Share template

Edit Template

You can edit any template that you have already created. Click Edit from the action menu dropdown to open the edit template details page, where you can edit document details, settings, and recipient details.

When editing a template, you can manage the documents part of the template by performing actions on them from the action menu. Click the ellipsis icon next to each document to expand the action menu dropdown and select the action you want to perform.

Remove document
Replace document

Remove Document

Delete a document from the template once it is no longer required.

Click the Delete icon to open the Remove file dialog box and click

Yes, remove file.

Replace Document

You can replace an older document in the template with a newer copy that has the same form fields as the old document.
Click the replace icon to upload the new document to replace the existing copy.

Note: Field swapping only occurs when the number of pages in the new document is equal to or greater than the number of pages in the existing document when replacing a document in a template. If the number of pages in a new document is fewer than the existing document, all saved form fields will be lost and must be re-entered using the document viewer.

If the new document has fewer pages than the existing document, upload the document, then click Yes, replace file in the replace file dialog box.

View Template
You can view and edit the fields in the template page anytime.

Click View template from the action menu dropdown to open preview of the template page.

Add the required form fields to the template and click Save.

Edit As New

Do you want to alter the existing template without losing its original format?To generate a new template for alteration,simply replicate or clone it.

Click Edit as new from the action menu dropdown to start editing the document. You can edit the document details and recipient details, and add form fields.

Change Ownership

Change the owner of the template by assigning it to some other user in your organization.
Select Change Ownership from the action menu dropdown to open the ownership change dialog box. Enter the email address of the user you want to transfer the ownership to and click Change.

Note: As creation of templates can only be done by organization administrators, transfer of template ownership can also be done only within and by users who are organization administrators.

Delete Template

Delete the template once it is no longer required.
Click Delete from the action menu dropdown to open move to trash dialog box and click Yes.

Note: Deleted templates are sent to the trash folder. They can be restored from trash at any time.

Create SignForm

You can create a self-service digital signature process through a secure URL without any coding by converting a template into SignForm.
Click SignForm from the action menu dropdown to start creating the link. Click here to learn more about the SignForms.

Note: Creation of SignForms using templates can only be done by organization administrators.

Share Template
You can share specific templates with selected users within the organization.
Select Share from the action menu dropdown to open the template sharing pop-up.Select specific users from the list in the Users tab or with the groups in the Teams tab and click Share to finish sharing the templates with them.

Note : Administrators can access all the templates in the Zoho Sign organization by default.