How do I send documents for signing?

Upload a document to airSlate SignNow and open it in the editor. Select Signature Field in the left-hand sidebar and click anywhere on the document to place a signature field. Then, click Invite to Sign in the top right corner of the screen, enter the recipient’s email address, and hit Send Invite .

How do I create a copy of a document from a template?

Go to the Templates folder and click on the template you want to use. In the toolbar that appears on the right, select Create Copy . Then, enter a name for the document copy in a new dialog box and confirm your action. A new copy will appear in the Documents folder.

How do I share templates with my team?

Shared templates can be accessed by any member of your team in airSlate SignNow. Go to the Templates folder, click the More button next to the template you want to share, and then select Move from the dropdown. In the new dialog box, select your team folder and click the Move button.

What is a document group template?

Document groups are packages of documents sent to one or more users for signing. Creating a document group allows you to collect eSignatures faster without having to send each document separately. With airSlate SignNow, you can create templates of these types of document packages and send them for signing anytime you need.

How do I create a document group template?

Go to the Document Group Templates folder and click the Create Group Template button toward the top right corner of the screen. Add multiple documents to a package, enter the group template name, and distribute signer roles by dragging signers from the column on the left to the signing step area on the right. When finished, click Review and Create .

How do I create a shared folder?

Documents stored in shared folders can be accessed by any member of your team in airSlate SignNow. Select Teams toward the bottom of the left-hand sidebar of the airSlate SignNow web app. If you don’t have any teams yet, click Create New Team . Enter a team name and add the email addresses of your team members. Then, click Add Team . Once your team is created, click Enable Shared Documents Folder and confirm your action.

What is a signing link?

With airSlate SignNow, you can create a signing link for any document or template. It is a short link that can be shared with anyone whose signature you require. By following the link, each user receives their own copy of a document that can be eSigned. Completed documents automatically appear in your Documents folder.

How do I create a signing link?

Select any document or template uploaded to your airSlate SignNow account and click Create Signing Link in the menu on the right. A signing link will appear in a new dialog box. Copy it and share it with as many signers as you need.

Is airSlate SignNow secure?

airSlate SignNow has a strong background in IT security and airSlate SignNow has established itself as a highly secure and efficient eSignature platform for any kind of organization. With industry leading features like Advanced Threat Protection and Link protection, airSlate SignNow keeps your documents as safe and secure as possible.

Can Hipaa forms be signed electronically?

Medical forms and records are among the type of documents which can be signed electronically. The conditions necessary for electronic signatures under HIPAA law must take into consideration the Uniform Electronic Transaction Act (UETA) and the Global and National Commerce Act (ESIGN Act).

Electronic Signature
Features
Documents and templates
Create Templates of Your Documents Easily

Create Templates of Your Documents with SignNow

Using airSlate SignNow, you can create templates of the most frequently used documents and easily modify them. Add more fields to your templates and share them via signing links.

See how it works!Click here to sign a sample doc

Award-winning eSignature solution

What creating document templates means

Creating templates of your documents means converting routinely used forms, contracts, and agreements into reusable, preconfigured files with fields and settings already applied so teams can populate, send, and track them consistently. Templates remove repetitive setup work by preserving layout, signature and data fields, role assignments, and default reminders. In an eSignature workflow, templates speed up issuance, reduce manual errors, and standardize required data collection while keeping files ready for audit logs and retention policies under enterprise controls.

Why use templates for recurring documents

Templates cut repetitive setup time, enforce consistent data capture, and reduce signer mistakes by predefining fields, roles, and workflows across repeated document types.

Common obstacles without templates

Manual document assembly increases errors and inconsistencies in required fields across similar agreements.
Repetitive field placement and signer assignment wastes administrative time each time a document is sent.
Lack of standardized templates complicates auditability and makes compliance reporting more time-consuming.
Version control issues arise when multiple staff copy and edit forms rather than using a managed template.

Representative user profiles

Sales Operations

A Sales Operations manager builds templates for proposals and SOWs that include prefilled pricing tables and signer roles. They maintain a library of approved templates to ensure sales reps use consistent language and required fields, enabling faster close times and simplifying contract review.

HR Administrator

An HR Administrator creates onboarding and benefits enrollment templates with conditional fields and required signatures. They configure reminders and retention rules to meet compliance needs and reduce manual follow-up, streamlining the hiring and documentation process.

Typical teams that benefit from templates

Sales, HR, legal, and customer success teams commonly use templates to speed recurring signatures and ensure consistent data capture.

Sales teams for quotes, proposals, and order confirmations to expedite deal closure.
Human resources for offer letters, onboarding forms, and policy acknowledgements to ensure compliance.
Legal and procurement for NDAs, contracts, and SOWs to maintain consistent terms and fields.

Templates scale across departments, reducing onboarding time for new staff and improving cross-team alignment on standard documents.

Core tools for effective template management

Key capabilities to expect when building and maintaining templates help enforce consistency, automate tasks, and keep records secure across repeated transactions.

Reusable Fields

Create and save commonly used fields such as signature, initials, dates, checkboxes, and text inputs so template instances require minimal edits before sending.

Role Definitions

Predefine signer and viewer roles with ordering rules and permissions to ensure each instance routes automatically to the correct participants without manual reassignment.

Conditional Logic

Incorporate show/hide rules based on field values to adapt the template content dynamically and reduce the need for multiple template versions.

Bulk Send

Support for populating a template with a CSV or list to send individualized copies to many recipients while tracking each transaction separately.

Template Library

Centralized storage with versioning, folder organization, and access controls for administrators to manage approved templates across teams.

Audit and Retention

Automatic capture of signer events, timestamps, IP data, and configurable retention rules to support compliance and legal defensibility.

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Integrations and template customization options

Integrations let templates fit into existing document creation and CRM processes, enabling automated template population and one-click sending from external apps.

Google Workspace

Create templates from Google Docs or Sheets and push populated documents into the eSignature workflow, preserving fields and roles while maintaining document history in Google Drive.

CRM Automation

Connect templates to CRM records so fields auto-populate from contact and account data, allowing representatives to send contract templates directly from the CRM interface.

Cloud Storage

Save template instances and completed documents to cloud providers such as Dropbox or Google Drive to centralize storage and simplify backup and retention management.

REST API

Use API calls to create, update, and send template instances programmatically, enabling automated document generation from internal systems or third-party platforms.

How template-based sending typically works

An overview of the common flow from template selection to completed, auditable signature transactions.

Select Template: Choose the stored template from the library.
Customize Instance: Prefill fields or add recipient details.
Send for Signature: Route according to defined signer order.
Track Completion: Monitor status and download the audit trail.

Collect signatures

24x

faster

Reduce costs by

$30

per document

Save up to

40h

per employee / month

Quick step-by-step: create a reusable template

A concise procedure to turn a frequently used document into a template with fields, roles, and default settings for repeat use.

01

Prepare Source: Select a finalized document version.
02

Define Roles: Assign signer and viewer roles.
03

Place Fields: Add signature, date, and data fields.
04

Save Template: Name and publish to your template library.

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Why choose airSlate SignNow

Free 7-day trial. Choose the plan you need and try it risk-free.
Honest pricing for full-featured plans. airSlate SignNow offers subscription plans with no overages or hidden fees at renewal.
Enterprise-grade security. airSlate SignNow helps you comply with global security standards.

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Automation and workflow default settings for templates

Typical workflow settings that administrators configure when publishing templates to ensure consistent behavior at scale.

Setting Name	Configuration
Reminder Frequency	48 hours
Signer Order	Sequential
Expiration Period	30 days
Notification Sender	Organization address
Default Access	Team-only

Supported platforms and device considerations

Template creation and use generally require a modern web browser or the provider's mobile app, with specific feature parity varying by platform.

Web Browser: Chrome, Edge, Safari
Mobile Apps: iOS and Android
Desktop Support: Windows and macOS

For large templates or advanced administration tasks, the web interface typically provides the most complete toolset; mobile apps usually support sending, signing, and basic template selection but may limit advanced editing or conditional logic configuration.

Security controls relevant to templates

Access Controls: Role-based restrictions

Encryption: At-rest and in-transit

Authentication: Multi-factor options

Field Masking: Sensitive data redaction

Audit Logs: Comprehensive transaction history

Retention Policies: Configurable deletion rules

Industry examples of template use

Templates streamline recurring, compliance-sensitive documents across industries by preserving required fields and workflows while reducing manual steps.

Healthcare Consent Forms

A hospital converts intake and consent forms into templates with required fields and HIPAA-safe data handling

single-click reuse for clinics
reduces patient wait times and missing data

Resulting in faster processing and clearer audit trails for compliance reviews

Real Estate Lease Packets

A property manager builds lease templates with dynamic fields for tenant data and conditional clauses

batch generate for new occupants
standardizes legal language and signature collection

Leading to quicker move-ins and consistent recordkeeping across properties

Best practices for secure and accurate templates

Practical recommendations to keep templates reliable, secure, and compliant across organizational use.

Standardize naming and version control

Use a consistent naming convention with version numbers and effective dates so administrators can track template changes and ensure senders use the most current, approved version.

Limit edit rights to administrators

Restrict template creation and editing to a small group of trained administrators to reduce accidental changes and ensure templates meet legal and policy standards.

Include required-field validation

Mark essential fields as required and use input validation rules to prevent incomplete submissions and reduce back-and-forth with signers.

Document retention and audit settings

Configure retention, export, and audit settings aligned with legal obligations such as ESIGN and UETA, and document the organizational policy for recordkeeping.

Connect airSlate SignNow to your apps

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Data accuracy, security, and compliance

airSlate SignNow is committed to protecting your sensitive information by complying with global industry-specific

Learn more about security

FAQs About create templates of your documents

Common questions and clear answers about building, sending, and managing templates for routine document workflows.

Why won't my conditional fields appear?
Ensure the conditional rule references the exact field IDs and that the fields used in the rule are present and not set to read-only. Verify the condition's value matches the expected input type and test the template in preview mode before sending.
Can templates be updated after publishing?
Yes, administrators can edit or version templates; however, existing sent instances are not retroactively changed. Update the template and increment its version or rename prior templates to preserve audit trails and avoid confusion.
How do I restrict who can use a template?
Use role-based access controls and folder permissions to limit template visibility to specific users or teams. Set default ownership and sharing settings at the time of publishing to enforce usage policies.
What happens to template instances for retention?
Completed instances inherit retention rules defined by policy settings. Configure retention and archival at the account or folder level to meet legal and recordkeeping requirements while ensuring secure long-term storage.
Are template transactions auditable?
Yes, each transaction created from a template includes a full audit trail capturing signer events, timestamps, IP addresses, and document versions to support dispute resolution and compliance reviews.
Why are placeholders not prefilled for recipients?
Prefill requires mapped fields or CRM integration. Confirm data mapping is active and the sending workflow includes prefill values, or use the API to programmatically populate fields before sending.

Feature availability comparison for template workflows

A concise availability and capability comparison of template-related features across leading eSignature providers.

Capability	signNow (Recommended)	DocuSign	Adobe Sign
Template Creation
Bulk Send	CSV bulk send
Conditional Logic
API Template Endpoints	REST endpoints	REST endpoints	REST endpoints

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Regulatory and operational risks

Noncompliance: Fines or sanctions

Data Exposure: Breach liability

Invalid Signatures: Contract disputes

Audit Failures: Regulatory penalties

Operational Delays: Lost revenue

Reputational Harm: Customer distrust

Pricing-related feature comparison for templates

A feature-focused pricing comparison showing whether template-friendly capabilities are available across common eSignature providers.

Provider	signNow (Recommended)	DocuSign	Adobe Sign	HelloSign	PandaDoc
Free Trial	Trial available	Trial available	Trial available	Trial available	Trial available
Monthly Billing Option	Monthly and annual	Monthly and annual	Monthly and annual	Monthly and annual	Monthly and annual
API Access in Plans	Available on business plans	Enterprise plans	Business and enterprise	Paid plans	Higher-tier plans
Bulk Send Included	Included on business tiers	Additional cost	Included on business tiers	Paid add-on	Included in select plans
HIPAA Support	Configurable compliance	Available via BAA	Available via BAA	Available via BAA	Available via BAA

How to create templates with airSlate SignNow

If you often collect signatures for similar documents, you don’t have to re-upload them to airSlate SignNow over and over. Instead, make a template and create a fresh document copy each time you need something signed.

Get started with the click of a button

Upload a document to your airSlate SignNow account by clicking Upload Document.

Prepare your master document

Open the uploaded document in the editor by double-clicking on it. Add signature fields by selecting Signature Field from the toolbar on the left and then clicking on any spot on the document. You can also add other types of fillable fields the same way.

When you’ve finished editing, click Save and Close.

Create a template with the click of a button

Click Make Template next to the document you have just edited.

Enter the template’s name and click Create Template.

Your document is now saved to the Templates folder. You can access it anytime to create a copy of the document, send it for signing, or generate a shareable signing link. Look for more options in the menu on the right, which appears once you click on a template.

Create Templates of Your Documents with SignNow

Award-winning eSignature solution

What creating document templates means

Why use templates for recurring documents

Common obstacles without templates

Representative user profiles

Sales Operations

HR Administrator

Typical teams that benefit from templates

Core tools for effective template management

Reusable Fields

Role Definitions

Conditional Logic

Bulk Send

Template Library

Audit and Retention

Choose a better solution

Integrations and template customization options

Google Workspace

CRM Automation

Cloud Storage

REST API

How template-based sending typically works

Quick step-by-step: create a reusable template

Why choose airSlate SignNow

Automation and workflow default settings for templates

Supported platforms and device considerations

Security controls relevant to templates

Industry examples of template use

Healthcare Consent Forms

Real Estate Lease Packets

Best practices for secure and accurate templates

FAQs About create templates of your documents

Feature availability comparison for template workflows

Get legally-binding signatures now!

Regulatory and operational risks

Pricing-related feature comparison for templates

How to create templates with airSlate SignNow

Get started with the click of a button

Prepare your master document

Create a template with the click of a button

Explore Advanced Features

Discover More eSignature Tools

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