How can I save a signature template?

How to create and manage signature templates?

The Secure Exchanges portal enables users to save signature templates for expediting document signature submissions. Rather than recreating signature areas each time, users can prepare a document once and reuse the template multiple times. Templates can be personally created or shared across the organization.

Prerequisites

  • Documents must be in PDF format only.
  • Determine the number of signatories beforehand, as group structure is established at the outset.
  • Templates require manual selection during submission; they don't apply automatically.

Step 1: Access the template management

  1. Log in to the Secure Exchanges online portal.
  2. In the left-hand menu under Content, click Signature Templates.

Step 2: Import your document

Upload the PDF document for template creation. The document will appear in the editor.

Note: choose the final version of your document. If the PDF changes later, especially if paragraphs are added or removed, the signature areas will no longer be in the correct position and the template will need to be recreated.

Step 3: Create the signatory groups

Establish groups representing people or roles requiring signatures (e.g., Client, Representative, Signatory 1). Use the provided icon to add or rename groups. Clear naming facilitates colleague usage, particularly when sharing templates.

Step 4: Draw the signature areas

For each group:

  1. Select the active group.
  2. Draw signature areas by clicking and dragging.
  3. Add additional elements: text fields, date fields, checkboxes.

Fields can be resized, moved, or reassigned to different groups using the corresponding icons.

Note: check the assignment of each field before saving. Assigning a field to the wrong group is the most common error, and it's often only noticed after the document has already been sent to the signatories.

Step 5: Share the template with your organization (optional)

Check Share template before saving to make it accessible to all account users. The template becomes available to all licensed users.

Step 6: Save and name the template

  1. Click Save.
  2. Provide a clear, explicit name (e.g., "HR Contract - Employee" or "Customer Consent").

Precise naming becomes important when multiple templates appear in dropdown lists during submission.

How to apply a signature template

Templates require manual selection during signature setup:

  1. Close and reopen your email system to refresh templates, or use the "Refresh Templates" button in your email plugin.
  2. Start a signature transmission normally.
  3. Navigate to the signature area definition step.
  4. Open the templates dropdown list.
  5. Select the desired template.

The signature areas from the template automatically apply to the document.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com