How can I save a signature template?

How to create and manage signature templates?

The Secure Exchanges portal allows you to save signature templates to speed up the sending of documents for signature. You can create your own templates or share them with your entire organization.

1. Accessing model management

  1. Log in to your account via the online portal.
  2. Click on "Options" in the upper right corner.
  3. Select "Signature template management".

You will be directed to the interface dedicated to creating and managing models.

2. Import your document

To create a template:
  1. Upload the PDF document for which you want to create a template. The document will then appear in the template editor.

3. Create the signatory groups

Before drawing the signature areas, you must:
  1. Create the signature groups (e.g., Signatory 1, Signatory 2, Client, Representative, etc.) *use the provided icon to add or rename these groups.

Info
Each group represents a person or role that must sign.

4. Draw the signature areas

For each group:
  1. Select the active group.


  2. Draw the signature areas by holding down the left click and dragging your mouse.
    1. Add as needed :
      1. Text fields
      2. Date fields
      3. Checkboxes
      4. Other elements required by your document
    2. You can :
      1. resize the areas,
      2. move the elements,
      3. Change the group assigned to a field via the corresponding icon.

5. Advanced Model Options

You can configure several options according to your needs:
  1. Sign and send *This option automatically adds your signature to the document when the template is used. The document is therefore already signed by you before being sent to the recipient.

  2. Use digital certificates (PKI) *By enabling this option: your signed documents benefit from a higher level of security and legal recognition thanks to the integration of Adobe AATL certificates.

  3. Do not add Secure Exchange certificates to the document . *You can choose not to include Secure Exchange signing certificates after the document is signed. This only applies if you are not using digital certificates (PKI).
  1. Lock the document after signing *Prevents any modification of the PDF after signing.

6. Share the template with your organization

To make a template accessible to all users of your account:
  1. Check "Share the model",


  2. then click on "Save"
The template will become available in the email inbox of all licensed users.

7. Save and name the template

Once the configuration is complete:
  1. Click on "Save"


  2. Give your template a clear and explicit name (e.g., "HR Contract - Employee", "Customer Consent", etc.)

Where can I find and use my signature templates?

Summary

Signature templates created in the Secure Exchanges portal are automatically available across all compatible platforms. They only appear during the signature field configuration step.

Platforms where templates are available

Once created in the online portal, your template will be accessible in:

  • The Secure Exchanges web portal

  • The Outlook Classic add-in

  • The Outlook New / Outlook Web add-in

  • The Gmail add-in

Info
If the template does not appear, close and reopen your email application to refresh your license data.

How to apply a signature template

You must select the template during the signature setup process.

Follow these steps:
  1. Start a signature request as you normally would with Secure Exchanges.
  2. Proceed to the signature field configuration step.
  3. Open the template dropdown list.
  4. Select the template you want to use.
  5. Once selected, the signature fields configured in the template will automatically be applied to the document.

See below the different interfaces depending on your email platform

The exact location of the button and template dropdown may vary slightly depending on the platform you are using (Outlook Classic, Outlook Web / New, or Gmail). 


Outlook Classique :


Outlook Web/New, Gmail et le portail en ligne : 





    • Related Articles

    • How to create and manage secure message templates?

      How do I edit communication emails ?

    • How can I view my submission history in the portal?

      The Secure Exchanges online portal logs allow you to view all activity related to your messages: sending, opening, downloading, signing, IP addresses, and more. You can also delete a message before it expires and export your logs for your archives or ...

    • How can I track the status of my documents sent for signature?

      The signature tracking feature is only available to users with a Pro license . It allows you to view the status of your signature requests, identify pending actions and send reminders to signatories. 1. Access signature tracking Log in to your ...

    • How do I add and verify a domain in my account?

      To use Secure Exchanges with your email domain, it must first be approved . This step confirms that you are indeed the domain owner. Step 1 – Log in to the online portal Log in to your account via the Secure Exchanges online portal Need help? How do ...

    • How do I remove a license from my account?

      To follow this procedure, you will first need to log in to the Secure Exchanges online portal: How to log in to your account on the Secure Exchanges online portal? Step 1: Release the assigned license (if applicable) Before you can delete a license, ...