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Creating a document template for eSignature

Save yourself some time by creating a document template that can be reused in the future for eSignature

Updated yesterday

A template is a great starting point when creating a document and can be customised as needed in each instance.

Templates can also be used for bulk sending documents to multiple main recipients.

Watch a video

For a demonstration on how to use documents for eSignature, check out our webinar, Streamline pay & promotion confirmation with the new bulk eSignature module.

Viewing and managing document templates

To create, edit, and reuse document templates, click Manage templates on the main page. Once a template has been created, it can later be used repeatedly for future documents.

Use the search bar to search for previously created templates.

Click the three dots on each template for the following options:

  • Edit

  • Create document from template

  • Create bulk from template

  • Duplicate template

  • Delete

To create a new template of a document, click Create template in the top right-hand corner.

You can also access templates using the main page. If you click Create document, you'll see options for using an existing template, or to create a new template. If you select a template from the list, you can select Continue with template or Create bulk send.

Template configuration and initial email

To create a reusable template for future documents, follow these steps:

  1. Click Create Document, followed by Create template.

  2. Add the name of the document.
    Tip: If you choose to import the document after signature, this title will be visible in the Documents section of the recipient's user profile.

  3. Choose whether to send the document to the main recipient's work or personal email. This is the person the document is for. At a later stage, you'll select the specific person who will be the main recipient of the document.

  4. Click Add recipient to add multiple people for signature. You can send either to their work or personal email.
    Tip: To add an external recipient (no Humaans account) type their name and click Enter.
    Tip: You can also add a Manager recipient, which will automatically resolve to each main recipient's manager based on their job role when the document is sent. This is especially useful for approval workflows.

  5. For each recipient, choose their action type: Sign (must sign the document), Review (must review and approve without signing), or View only (receives a copy with no action required).

  6. Drag and drop the recipient fields to adjust the signing order of the documents. After the first person completes the signing process, it will be sent to the second recipient in line.

  7. In Import to profile, decide what happens to the document after the signing process is completed. You can choose if and where it is imported within the Documents section of a user's profile.

  8. In Expiration, choose whether or not the document expires. Once the document expires, recipients can't view or sign the document.
    Tip: If a document expires before a recipient has opened it, they can securely request a refreshed link to be sent to them.

  9. In Email, add the title and message of the initial email the recipient will read before opening the document for eSignature.
    Tip: You can use dynamic profile fields in the email subject and body. They will be replaced with the recipient's actual data when the email is sent.

  10. Click Next in the top right-hand corner to go to the next section, or Exit to save the document as a draft.

Page configuration

Customise the look of your document using the page configuration options:

  • Margins: Adjust the top, bottom, left, and right page margins (from 0 to 5 cm).

  • Header and footer: Add a custom header and/or footer to appear on every page of the document. Headers and footers support rich text and dynamic profile fields. You can also adjust the spacing before and after the header and footer.

  • Date format: Choose how dates are displayed in the document. Available formats include: d MMM yyyy, MMM d, yyyy, dd.MM.yyyy, dd/MM/yyyy, MM/dd/yyyy, and yyyy-MM-dd.

Adding content to template document

To edit the template document, follow these steps:

  1. Click Edit document to start adding content.

  2. Use the text toolbar at the top of the page for styling text, and adding custom fonts, headings, clickthrough URLs, numbered or bulleted lists, images, code blocks, tables, and columns.
    Tip: If you want an image to be right or left aligned, add them to a column. Adjust the sizing of the column to move the image.

  3. To populate data from the main recipient's user profile within Humaans, choose from the list of dynamic fields on the right-hand side.

  4. To add a Populated by the recipient field, click the dropdown at the top of the list. You'll see options to add a signature field, custom text field, date field, and completion date field, which will be filled in by the sender or recipient/s.

  5. Click Finish in the right-hand corner to save the template for later use.

  6. You'll see the template is added to the list of document templates.

  7. To use the template for a document, click Create document in the top right-hand corner of the main page, and select a template from the list.

Note: You can send a bulk send document to multiple main recipients using a template.

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