Our eSignature product is a fast and secure way for you to obtain electronic signatures on multiple documents from one or more recipients. This is great for managing complex commercial envelopes, last-minute corrections, and secure client onboarding. 


Creating eSignature Templates can help you: 

  • speed up the process by standardizing your most common documents
  • make onboarding new team members faster
  • streamline multi-branch operations 


In this article, we'll show you how an Agency Admin can create eSignature Templates and how anyone at the agency can use them once created. 


Check out our eSignature: How to Create and Send an eSignature Envelope to learn more about the eSignature Envelope workflow.


TABLE OF CONTENTS

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Creating an eSignature Template


To access the eSignature Templates page, you must be an Agency Admin. If you do not see the eSignature templates option in the menu, please reach out to your Agency Admin.


If you do have access, creating an eSignature template is an easy four step process.  Let's take a look at how to access and create an eSignature Template.


How to access

1. Hover over the Communication Center (text bubble) icon.

2. Choose eSignature Templates to access the new eSignature Templates page. 

3. Click Create eSignature Template to begin the guided template creation process. 



How to create

Step 1 - Template Details

  • Enter a template name (required, up to 100 characters)
  • There is an optional description (up to 250 characters)
  • Define your signer roles (e.g., Applicant, Co-Applicant, Assigned Producer, CSR, Agency Owner, or Other). You can add up to six signer roles per template. 
    • Applicant, Co-Applicant, Assigned Producer, will prepopulate at the time of using the template from an applicant record, if the information is available. 
    • Agency Owner and Other will require manual entry of the name and email address.
  • Choose whether to share the template with specific sub-branches in your organization. 


 


Step 2 - Form Selection

Upload one or more PDF documents for your template. The document(s) uploaded in this step are used only as a reference for placing eSignature fields on this document type. 


During the eSignature envelope workflow, you will select the same document from the document library, populated with the applicant’s details, and the template will overlay the eSignature fields onto that version of the document.  


Please note:

  • Only PDF files are supported.
  • Total document size cannot exceed 30 MB.
  • Can only have a maximum of 25 documents selected.


Review, reorder, or remove documents in the Selected tab before proceeding. 




Step 3 - Setup Signature

Place signature fields on your document and assign each field to the appropriate signer role using the signer role dropdown. 


 

Please note, each signer role must have at least one eSignature field before continuing. 



Step 4 - Save Template

Review all template details — including the template name, description, signer roles, sharing settings, and placed signature fields — then click Save. Your template is now ready to use. 



Managing Your Templates 


Once you've created an eSignature Template, you can manage them on the eSignature Templates page. Simply, click on the Actions icon (vertical dots) to open the actions menu.


  • Edit: Update any template at any time using the same step-by-step flow as creation. All existing template details — name, description, documents, signer roles, sharing settings, and signature fields — are pre-populated for you. Changes apply only to future envelopes — previously sent, draft or, in-progress envelopes are not affected. 


  • Copy: Duplicate an existing template to create a new version without changing the original. The copy includes all documents, signer roles, signature field placements, and the description. Simply provide a new name and you're ready to go. 


  • Delete: Remove templates you no longer need. A confirmation prompt protects against accidental deletions. Deleting a template does not affect any envelopes already sent or saved as drafts.


At the top of the page, quickly find templates by name using the "Search Templates" bar. You can also Sort by all of the header columns except for Description. 



Using Templates When Creating an Envelope 


Once an Agency Admin has created an eSignature Template, anyone at the agency can use it when creating an envelope.


1. Navigate to a customer's Documents tab. 

2. Create an eSignature envelope and navigate to the Add Document step. 

3. Select the document(s) from the applicant’s document library that will be used in the template. 

4. Select the Templates radio button (next to the Select Documents option) to view available templates.  

5. Click Apply on any template to map its signature fields onto a document you've already selected. 

6. In the Apply window, check the box next to the document(s) which should receive the template's signature fields. 

7. Then, click Apply.


A template indicator icon will show in the Reorder Selected Documents panel for any document with an applied template — hover over it to see the template name. 


If you don't see the template you need, click Create new eSignature Template to be redirected to the Create eSignature template workflow. Once the new template is saved, you will need to refresh the eSignature envelope page. 



When a template is applied, signer roles automatically prefill in the recipients list on the Setup Envelope step in the Signer Role column. 


  • Known roles - Applicant, Co-Applicant, Assigned Producer, and CSR - are automatically matched to the corresponding contact, with their name and email address prefilled, if the data ia available on the Applicant. 


  • Custom signer roles - Agency Owner and Other - can be assigned manually by entering or selecting a contact. All custom roles require a name and email address before you can proceed. 


You can edit any recipient — including those auto-assigned by a template — to update the name or email address. 


You can remove a recipient associated with a signer role. Please note, removing a recipient also removes all signature fields tied to that signer role from the envelope documents. 



We hope this article was helpful in learning how to create and use eSignature Templates. Let us know if you found this article helpful in learning about this feature by answering the question below. Check out our other articles on the right to learn more about EZLynx!