If you are using the "Request Signature" feature a lot with fields, you will soon find yourself spending too much time in placing the fields on the document before sending them out for signature.
This is where Templates come in to help you. You can add fields to an original document and save it as a template and you can then quickly request signatures using this template. You only would have to add the recipient email addresses the next time. The CC & message fields are also saved as part of the Template, but you can tweak them before sending the document out for signature.
With the Template APIs, you can -
Fetch the list of all templates, in case you want to show the library of templates available for use within your app.
Request Signature via Templates, mention the template ID instead of the Original File ID, apart from the usual emails of the recipients.
Signature Requests created via Templates also go through the same lifecycle as one created from an Original File. A new pending file is created, which then goes through the various recipient stages and once completed, the final document is available as a "Completed Document".
Merge fields lets you pre-fill a template with data before sending the document out for signature. This is especially useful for documents like invoices, agreements, contracts where most of the document content remain the same for all your users while only certain user-specific elements of the document change for each signature request.
Eg. An invoice could have the quantity of the item purchased changing for each customer. An offer letter could have different compensation details for each hire. A vendor agreement could have SSN, address changing for each vendor.
Merge Fields are currently available only to SignEasy accounts with developer access enabled. If you need to create templates with merge fields, please write to us for developer access.
Steps to create a template with Merge Fields -
- Create a new template as you would usually do on the SignEasy webapp.
- Enter the roles of signers and go to the next step to prepare the document as a template.
- For text fields, you will see a new role called "Me (while sending)". This lets you fill that field when you are using the template to send a signature request.
- You can set a label for the merge field to help you identify what this field is for. In the example below, you can see the label of "Start Date" being used to denote the starting date of the leave request.
- Finish preparing your template and save it.
A maximum of 25 merge fields can be added to a template. If you need more, please write to us and we will extend the limit.
You can set values to merge fields when you start a signature request using templates with the SignEasy API. API details here.
Pass the labels & values as a dictionary in the request and the document will be pre-filled with the values before the document signers view and sign the document.
You can also choose a font size to set the values of the labels, giving you finer control on long text values. Font sizes starting at 10 is recommended.
In case of required merge fields where you don't set any value, an empty string will be used as a fallback value.