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Templates

Templates let you save a document layout — fields, roles, and signing order — so you can send the same type of agreement again and again without re-doing the preparation work each time.

What is a template?

A template is like a master copy of an envelope. Instead of real recipients it has roles(e.g. “Client”, “Witness”). Fields are placed and assigned to these abstract roles. When you send from the template you map each role to a specific person and Inktivo creates a ready-to-send envelope for you.

Use templates for documents you send frequently: NDAs, service agreements, onboarding forms, offer letters, lease agreements.

Creating a template

  1. Go to Templates in the sidebar and click New template.
  2. Give the template a name and an optional description.
  3. Upload one or more PDF files. These are the document layouts that will be used every time someone sends from this template.
  4. Click Continue.

Template roles

On the template preparation page, add one or more roles before placing fields. A role represents a type of signer rather than a specific person. Examples:

  • Client
  • Witness
  • Authorized Signer
  • Counter-signer

Each role has an order number, controlling the signing sequence when the template is sent sequentially.

Placing fields

The template field editor works exactly like the envelope field editor. Drag fields from the panel onto the document pages, then assign each field to a role using the selector.

Fields assigned to a role will be filled by whatever person is mapped to that role at send time. You can also place pre-fill fields (fields with no role assigned) — these are filled in by the sender when creating the envelope from the template, not by the recipient.

Sending from a template

  1. Open the template and click Use template.
  2. Fill in the role assignments: for each role, enter the name and email of the real person who will sign.
  3. If the template has pre-fill fields, enter those values now (e.g. a contract start date, a project name).
  4. Set a title for the envelope (defaults to the template name) and optionally add a personal message.
  5. Click Send. Inktivo creates the envelope and immediately sends signing invitations.

Editing and versioning

You can update a template’s name, description, documents, roles, and fields at any time. Changes only affect future sends — existing envelopes created from the template are not affected.

To replace the underlying documents, delete and recreate the template. Existing sends are unaffected.