Create Sign Template

Step-by-Step Instructions for Creating and Managing Sign Templates

Sign Template

• A Sign Template is a ready-made document setup that you can reuse for sending frequently used forms or agreements. It already has the required tags, fields, and recipient roles placed in the document, so you don’t need to set them up each time. Using templates makes the process faster, consistent, and error-free.
• Example:- If your company often sends an Employment Contract or an NDA (Non-Disclosure Agreement) to new hires, you can create a template once. Every time you need to send the same document, just select the template and send it directly without reconfiguring tags or recipients.
  

How to Create and Send a Sign Template in Sign Made Easy

 Step 1:- Click on the App Launcher, search for “Sign Template”, and select it to open.

Step 2 :- Click on New Button to create a new Sign Template.

Step 3 :- When creating a new Sign Template in Sign Made Easy, you need to provide the following details:

Name (Required)

• Enter a unique and meaningful name for the template.
• This name will help users identify the template later when selecting it for sending documents.
• Example: “Employee Onboarding NDA Template” or “Client Agreement Template”.

Select Data Source (Required)

• Choose the Salesforce object that the template will be linked to.
• The data source determines which records can be used with this template (e.g., Account, Contact, Opportunity, or a Custom Object).
• Once a data source is selected, it can not be changed later, so make sure to pick the correct one.
• Example: If the template is for customer agreements, you may select Account as the data source.

Action Buttons

• Cancel :- Discards the creation process and closes the window.
• Next :- Moves to the next step, where you can upload documents and configure recipients.

Step 4 :- You can also rename the Sign Template record, as shown in the image below.

Step 5 :-  Add the documents that recipients will need to review and sign. You can do this in two ways:

• Attach Documents from Salesforce Record
• Upload Files
  
• Upload Files :- Click on Upload Files to browse and select the documents (e.g., PDF, Word, etc.) from your computer.
• Alternatively, drag and drop the file directly into the upload area.
• You can upload up to three documents in one template.
• If multiple documents are uploaded, you can adjust their order by using the drag handle located on the left side of each document.
  
  
• Attach Documents from Salesforce Record :- Select this option to attach documents that are already stored in the related parent object record where the Sign Template has been created  (e.g., Opportunity, Account, or Custom Object) .
  
  
• When you check the option “Attach documents from Salesforce record,” a Document Selection dropdown becomes available. This allows you to choose how documents should be retrieved from the record:
  • Latest Document :- Automatically attaches the most recently uploaded or updated document from the related parent object record where the Sign Template has been created.
  • File Name Contains :- Allows you to filter and attach documents based on a specific keyword or partial file name match.
  • All Documents :- Attaches all documents available in the related parent object record.

 Action Buttons functionality

• Preview Document :- Preview Document allows users to review the uploaded or attached files before sending them for e-signature. This feature ensures that the correct documents are selected, properly ordered, and ready for tagging, thereby reducing errors in the signing process.
  
  
• Delete :- allows users to remove an uploaded or attached file from the document list before sending it for e-signature. This ensures that only the intended documents are included in the template. 
  
  

• Cancel :-  Exit without saving.
• Save and Close :-  Save the current progress and close the template creation wizard.
• Next :- Save the current page changes and Proceed to the next step, where you define who needs to sign and their roles.
• Back : Allows users to return to the previous page while saving the current page progress.
  
  

Step 6 :- Now, click the Next button to proceed.

Step 7 :- Now, click the Add Recipient button to add the recipients for sending the template for e-signature.

1. Create New Recipient

• This option is used for recipients who do not exist in Salesforce or when you want to add them manually.
• It allows you to enter the recipient’s name and email address manually.
• This is particularly useful when sending documents to external parties who are not available in Salesforce.
  

2. From Salesforce

• Use these options when the recipient exists in Salesforce and you want Sign Made Easy (SME) to automatically retrieve their name and email when the template is executed.
  
  
• It is further classified into the following subcategories, which allow you to dynamically select recipients directly from the Salesforce records. 

Lookup Fields – Displays only those lookup fields of the selected object that reference Contact, User, or Lead. Lookup fields referencing any other objects will not be available here. At the time of sending the template for signature, SME automatically retrieves and populates the associated record details, if they exist.

Related Lists :- This displays only the related objects of the selected object that reference Contact, User, or Lead. Fields referencing any other objects will not be available. When sending the template for signature, SME automatically retrieves and populates the associated record details, if they exist.

Template Roles

• Template Roles define the specific responsibilities or actions assigned to each recipient in a document signing workflow. When creating a template, roles act as placeholders (e.g., Signer, In-Person Signer, CC) that determine how each recipient will participate in the transaction.
• These roles are later mapped to actual recipients when the template is sent.
• Each role specifies the recipient’s action, such as signing, or simply receiving a copy.
• Template Roles help standardize the signing process, ensure the correct sequence, and eliminate the need to reconfigure recipients for frequently used documents.
• If you need to add multiple roles, click Add Role (+) and configure each role separately.

Ordered By :- The Ordered By option defines how Salesforce determines the sequence or priority of records when pulling recipients from a related list. Since multiple related records may exist, this setting ensures that the most relevant record is automatically selected and assigned as a recipient.

Purpose

• Controls the sorting logic applied to the related list.
• Determines which records will be chosen if there are multiple recipients.
• Ensures consistency in automated recipient selection.
  
  

Recent Date Created

• This option selects the most recently created record from the related list.
• Example: If an Account has three Contacts created on different dates, the system will automatically choose the Contact that was created last.
• Use Case: Best suited when the latest record is most relevant, such as new customers or newly added contacts.

Recent Date Modified

• This option selects the record that was most recently updated or modified in the related list.
• Example: If three Contacts exist, but one was updated yesterday while the others were not changed recently, the system will choose the most recently modified one.
• Use Case: Useful when the most actively updated or most current record is preferred, such as the Contact whose details were just updated.
  
  

All Related Lists :- This displays all related object lists of the selected object.

• It allows you to dynamically select a recipient from any related object associated with the primary object record (e.g., Account, Opportunity, or Custom Object).
• This ensures that recipient information (such as name, email, or role) can be pulled directly from related records when sending a document for e-signature.
  
  

Key Fields and Their Purpose

• Select Related Subject :- Allows you to choose the related object (e.g., Contact, Opportunity, Case, or any custom object) from which recipient details will be fetched.
• Example: Selecting Contact will enable you to map fields like First Name, Last Name, and Email from the Contact record.
  
  
• Recipient Detail Attribute Mapping :- It is the process of linking recipient attributes required by an e-signature template (such as Name, Email, Company, and Title) to corresponding Salesforce fields. This configuration ensures that recipient details are automatically retrieved from Salesforce records when a transaction is initiated.
  
  
• The mapping eliminates manual data entry, enforces consistency, and guarantees that each recipient role in the signing workflow is accurately populated with the correct information.

Key Recipient Attributes

• Full Name :- Represents the recipient’s complete display name.
• Either Full Name or First Name + Last Name must be mapped.
  
  
• First Name :- Captures the recipient’s First name.
• Required if Full Name is not mapped.
  
  
• Last Name :- Captures the recipient’s Last name.
• Required if Full Name is not mapped.
  
  
• Email :- Serves as the primary communication channel for delivering signing invitations and notifications. This attribute is required for every recipient to successfully initiate and complete the signing process.
  
  
• Company (Optional but recommended)
• Specifies the organization or business entity with which the recipient is affiliated. This field is commonly mapped to the Account Name or an equivalent organizational field in Salesforce.
  
  
• Title (Optional) :- Specifies the recipient’s professional role or designation.
  
  

Mapping Principles

• Each attribute is mapped to a Salesforce field from the selected Related object (e.g., Account, Contact, Opportunity Contact Role).
• The Email attribute must always be populated, otherwise the transaction cannot be sent.
• If Full Name is unavailable, both First Name and Last Name must be mapped to generate the recipient’s display name.

User/Contact/Lead – 

• This option allows you to directly select a Salesforce User, Lead, or Contact record as the recipient.
• Useful if the recipient is not linked via a lookup field or related list but exists in Salesforce User, Lead, or Contact  object records.
  
  

Record Details: Use this option when the recipient’s details already exist on the record where the Sign Template record is created.

• The Record Details option enables administrators and users to add recipients by mapping attributes directly from the Salesforce object on which the sign template record is created. This ensures that recipient details are dynamically retrieved from Salesforce in real time, maintaining accuracy, consistency, and eliminating the need for manual data entry.
  
  
• When Record Details is selected, the system displays both required and optional recipient fields for mapping. These mappings define how recipient details—such as name, email, and company are automatically populated during the signing process, ensuring a seamless and error-free workflow.

Recipient Action :- You can modify the recipient’s action based on your requirements. The following three action options are available:

1. Need to Sign

• This action is assigned to recipients who are required to provide their signature on the document. The transaction cannot be completed until all recipients with this action have signed.
  
  

2. Need to View : Acts as a Carbon Copy (CC) 

• This action is assigned to recipients who must review the document but are not required to sign it. The transaction proceeds regardless of their acknowledgment, but the system records their viewing activity for audit purposes.
  
  

3. In-Person Signer

• This action is assigned when the sender facilitates signing in person on behalf of or together with the recipient. The signer provides their signature under the supervision of the sender, ensuring compliance in situations where remote signing is not suitable.

Signing Order :- Signing Order is the specified sequence in which recipients are required to sign a document, ensuring an organized and controlled workflow.

• When the Signing Order option is enabled, you can change the sequence of recipients by dragging and dropping them. This can be done using the drag icon displayed on the left side of each recipient row.
  
  

Recipient Action Buttons

• Edit – Allows you to update the recipient’s details, such as their name, email, or role (e.g., Need to Sign, Need to View, In-Person Signer). This is useful if you need to make corrections or adjust responsibilities before sending the template.
  
  
• Delete – Removes the recipient from the list entirely. This option is helpful if a recipient was added by mistake or is no longer required in the signing process.

Email Subject :- Allows you to define the subject of the email notification sent to recipients. You can customize it as per your requirement.

Email Message :- The body of the email where you can provide personalized instructions, context, or details about the document being signed.

Step 8 :- Now, click the Next button to proceed with adding document tags to the uploaded documents.

Step 9 :- Adding Tags to the Document

• You can add tags to the document in the following two ways:

Using Sign Parameters

• Insert predefined tag syntax directly into the document to position tags at the required locations.
• For more detailed information on Sign parameters, please Click Here.

Using Drag-and-Drop

• You can easily drag and drop the document tags from the Place Field section and position them at the desired location on the uploaded documents.

• You can customize tag settings by editing them in the Tag Properties Panel, as shown in the image below.
  
  

Step 10 :- Once you have finished addition of the document tags, click the Save and Close button then Options page will be displayed, where you can configure additional settings before sending the template to the recipients.

Step 11:- Expiration and Reminder Section 

• This section lets you set a transaction’s expiration date and schedule automated reminders to ensure templates are signed on time. 
  
  

Expiration

• Specifies how long the envelope remains valid after sending.
• How to configure :- Enter the number of days after the send date when the envelope should expire. After expiration, recipients can no longer sign or complete the transaction.

        Recommendations:

• Use a positive integer (for example, 30 for 30 days).
• Choose an expiry that balances business needs and recipient convenience. 
• If you set an expiration, consider scheduling expiry reminders so recipients are notified before the envelope becomes unavailable.
• Example :-If you set Expiration = 30, the envelope expires 30 days after it is sent.

Expiry Reminder

• Configures a reminder to be sent to recipients a specified number of days before the envelope expires.
  
  

Reminder Frequency (Every X days)

• Specifies how often the system will send reminder emails to recipients who have not yet completed signing.
• How to configure:- Enter the interval in days (for example, 7 to remind every 7 days).
  
  
  

First Reminder (Days to First Reminder)

• Indicates the number of days after the transaction creation date when the system will send the first reminder to the recipient.

How to configure:- Enter the number of days to wait before sending the first reminder.

Recommendations:

• Typical pattern: set First Reminder = 3 and Reminder Frequency = 7 (first reminder after 3 days, then every 7 days thereafter).
• Do not set reminders so frequently that recipients receive excessive emails.
• Reminders stop once the envelope is completed or expired.
  
• Example:- Send date = Day 0
• First Reminder = 3 → reminder on Day 3
• Frequency = 7 → next reminders on Day 10, 17, etc., until completion or expiry.

Step 12:- Sending Experience

• Controls how much control the sender has when preparing and sending the template.
  

Options & when to use them:

• Default :- Sender can add documents, modify recipients, and place or adjust fields before sending.
• Use when you need to confirm tags, add documents, or change recipients during send-time
  .
• Quick Send :- Sender can only select recipients; other controls are limited.
• Use when the template is finalized and you only want quick recipient selection.
  
  
• Send Now :- Skips sender controls and sends the transaction immediately using the template’s current configuration.
• Use for fully automated sends where no manual review is required.
  
  

Step 13 :-  Save Completed Documents Back to the Salesforce Record :-

• When this option is selected, the finalized signed document will be automatically saved back to the related Salesforce record (e.g., Lead, Contact, Opportunity, Account, or a custom object) where the template was created.
• This keeps signed files directly accessible in Salesforce.

• File Name :- Allows you to choose how the signed document should be named when it is saved in Salesforce.
• Typically, two options are available: Document Name and Document Name with Transaction Status, ensuring that files are easily identifiable.

Step 14:-  Business Units

• It allows administrators to configure branding for Sign Made Easy template and emails for specific organizations, departments, or entities within a Salesforce org. For each template, users can either use the default Business Unit or select an alternative, providing a tailored branding experience throughout the signing process.
  

• It can be accessed and configured in the Business Units section of the Sign Setup page within the Sign Made Easy application.

Step 15 :- Now, click the Next button to create the Sign Template button for sending the email to the selected recipients.
 

Step 16 :- Create Custom Button

• This step allows you to create a custom button that users will use to send the Template for e-signatures. The custom button acts as a direct action point for initiating the signing process using the configured template.
  
  Button Label
• This field specifies the name that will appear on the custom button.
• By default, it inherits the Sign Template name (e.g., Client Agreement Template), but you can edit it to match your organization’s naming convention.
• The label should be clear and descriptive so that users can easily identify the purpose of the button.
  
  Purpose of the Custom Button
• Once created, the button becomes available on the selected Salesforce layouts.
• End users can simply click this button to send the template directly to recipients, without having to manually configure or prepare the documents each time.
• This improves efficiency, ensures consistency, and reduces errors in the e-signature process.
  
  Save and Finish
• After setting the Button Label, click Save and Finish to finalize the creation of the custom button.
  

• Your Sign Template configuration is now complete and ready to be used for sending emails to the selected or added recipients.

Step 1:- Go to Setup 

• In Salesforce, click on the Gear Icon in the top-right corner and Select Setup.
  

Step 2 :- Navigate to Object Manager

• Search and select the object on which the Sign Template record was created.
  
  

Step 3 :- Select the desired page layout where you want to add the sign template button. In the Mobile & Lightning Actions section, use Quick Find to locate the button, then drag and drop it into the Salesforce Mobile and Lightning Experience Actions section. Finally, click Save or Quick Save to apply the changes.

Step 4 :- Click the App Launcher, search for the object where the Sign template was created, and open the object record to access the button.

Step 5:- Now, click the button to send the email.

Step 7 :- To complete the transaction, enter the required values in the tags if you have been added to the document. Simply click on each tag and provide the necessary information.

Step 8 :- To view detailed transaction and recipient actions, click the 'to view the audit trail link'.