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).

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 it means to create templates of your documents

Creating templates of your documents means transforming frequently used forms, contracts, or agreements into reusable, pre-configured files that include fixed content, designated signing and data fields, and preset workflows. Templates reduce repetitive setup, standardize language and layout across transactions, and ensure required fields and authentication steps are consistently applied. For organizations handling high document volume, templates support automation like Bulk Send and preset reminders while maintaining audit trails and compliance metadata for legal recordkeeping and internal controls.

Why templates matter for document consistency and speed

Standardized templates cut manual preparation time, reduce errors from missing fields, and make approvals and signature capture more predictable for teams and customers.

Common challenges before using templates

Inconsistent document versions across teams cause negotiation delays and mismatched contract terms.
Manual field placement increases the risk of missing critical signature or data fields in final agreements.
Lack of standard templates makes onboarding new staff slower and decreases process reliability.
Ad hoc distribution prevents uniform application of authentication and audit settings across similar transactions.

Typical roles that build templates

HR Manager

An HR Manager creates offer letter and onboarding templates with required signature fields, conditional sections for different employment types, and access restrictions so only authorized staff can send or edit these templates.

Sales Ops

A Sales Operations specialist manages proposal and contract templates, includes pre-populated variables, sets signer order and reminders, and integrates templates with the CRM to streamline mass sends and reporting.

Teams that commonly create and use document templates

Many organizations centralize template creation to reduce repetitive tasks and ensure compliance across business units.

Sales teams use templates for quotes, NDAs, and recurring contracts to speed closing cycles.
Human resources relies on templates for offer letters, onboarding forms, and policy acknowledgements.
Legal and compliance teams maintain approved language and signature rules in centralized templates.

Central management of templates helps enforce version control, consistent authentication, and reliable audit trails across departments.

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Template features to prioritize when you create templates of your documents

When building templates, focus on reusability, field automation, access control, and integration capabilities to support operational needs and compliance.

Reusable Fields

Support variable placeholders and merge tags so document content populates automatically from contact records, CRMs, or uploaded data, reducing manual entry and improving accuracy across repeated sends.

Conditional Logic

Include conditional sections and field visibility rules to create one template that adapts to different transaction types or client profiles without maintaining multiple separate documents.

Access Controls

Apply role-based permissions so only authorized users can edit templates while send-only roles can distribute them for signing, preserving approved language and version control.

Integrations

Enable direct connections with CRMs, cloud storage, and productivity tools so templates can pull data and route signed documents automatically into existing business systems and records.

How template-based document workflows operate

Templates act as the starting point for automated sending, field population, and signature capture across web and mobile channels.

Select template: Choose from organization library
Populate fields: Auto-fill variables or manual entry
Send for signature: Apply signer order and authentication
Complete and archive: Store signed copy with audit trail

Collect signatures

24x

faster

Reduce costs by

$30

per document

Save up to

40h

per employee / month

Step-by-step: create templates of your documents

Follow these basic steps to convert a recurring document into a reusable template for consistent sending and signing.

01

Prepare source document: Finalize language and layout before templating
02

Add fields: Place signature, date, and data entry points
03

Set rules: Configure signer order, authentication, and reminders
04

Save template: Name, tag, and control access for reuse

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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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Common workflow settings when using templates

Configure these template settings to align document behavior with your operational needs and retention policies.

Setting Name	Configuration
Reminder Frequency	48 hours
Expiration Window	30 days
Default Signer Order	Sequential
Template Access Level	Restricted
Field Validation Rules	Required/format checks

Supported platforms for creating and using templates

Templates can be created and used across desktop browsers, mobile apps, and tablet interfaces to support field teams and remote signers.

Desktop: Modern browsers supported
Mobile apps: iOS and Android native apps
Tablet: Responsive interfaces and apps

Ensure device OS and browser versions are updated and that mobile apps are granted required permissions; for integrations, validate API access and storage connectors on the target platform.

Security controls relevant to templated documents

Encryption: AES-256 encryption at rest and in transit

Access Controls: Role-based permissions for template editing

Authentication: Multiple signer authentication options

Audit Trail: Immutable transaction logs and timestamps

Document Locking: Prevent edits after signing

Backup: Regular cloud backups and redundancy

Industry scenarios where templates streamline work

Below are two practical examples showing how templates improve efficiency and compliance in common sectors.

Real Estate Leasing

A brokerage creates a reusable lease template that includes tenant data fields and signature blocks

Standardized clauses and required disclosures are pre-included for each property
Automated reminders and signer order reduce vacant period delays

Resulting in faster lease execution, consistent legal terms, and clearer audit records for each tenancy.

Healthcare Consent Forms

A clinic templates patient consent forms with conditional sections for treatment types and HIPAA-related disclosures

Field validation ensures required health information is captured accurately
Role-based access restricts edits to authorized staff and maintains signer authentication

Ensures compliant recordkeeping, consistent patient communication, and auditable signature trails for regulatory review.

Best practices for secure and accurate template creation

Adopt consistent rules and review procedures when designing templates to avoid errors and maintain legal defensibility.

Maintain a controlled template library with version history

Store templates in a central library with clear naming conventions, change logs, and access restrictions so reviewers can trace edits, revert when needed, and ensure only approved templates are used for signature workflows.

Use field-level validation and conditional fields

Implement validation rules for dates, numeric fields, and required entries, and use conditional visibility to prevent unnecessary or irrelevant fields from appearing to signers, reducing input errors and incomplete submissions.

Define signer order and authentication consistently

Specify the signer sequence and authentication methods in the template to enforce business rules and evidence signer intent; align these settings with internal policies and any applicable legal or regulatory requirements.

Document retention and naming policies

Apply consistent naming schemes, metadata tags, and retention settings at template creation so completed documents are archived predictably and can be retrieved for audits, compliance checks, or regulatory reporting.

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

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FAQs about how to create templates of your documents

Answers to common questions about building, managing, and using templates to support secure and compliant signature workflows.

How do I restrict who can edit templates?
Assign role-based permissions so only designated template administrators can modify templates; configure send-only roles for general users and maintain an approval process for template changes to preserve legal and branding consistency.
Can templates include conditional sections?
Yes. Use conditional logic to show or hide sections based on selections or data; this allows a single template to handle multiple scenarios without separate documents, simplifying maintenance and reducing errors.
How do templates interact with my CRM data?
Map template fields to CRM fields or use merge tags so contact and deal data populate automatically when sending; verify field mappings and test sends to ensure correct data alignment before widespread use.
What authentication options work with templates?
Templates can require email verification, SMS codes, two-factor authentication, or identity verification depending on provider capabilities and compliance needs; choose the method that matches transaction risk and regulatory standards.
How are signed template documents stored and retained?
Configure archive settings and retention policies at the template or account level to route completed documents to secure cloud storage with named retention periods for auditability and regulatory compliance.
What should I do if template fields shift during printing?
Use fixed-position field placement and test with PDF/A or print previews; lock formatting and avoid dynamic elements that reflow; include explicit print settings in the template design to maintain alignment across devices.

Feature comparison for template capabilities

Comparing essential template-related features across common eSignature providers helps identify fit for organizational needs.

Criteria	signNow (Recommended)	DocuSign	Adobe Sign
Template Library
Bulk Send	Bulk Send	Bulk Send	Bulk Sending
Audit Trail	Comprehensive	Comprehensive	Comprehensive
Advanced Authentication	2FA & knowledge-based	2FA & ID check	2FA & ID verification

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Risks when template processes are not enforced

Non-compliance: Potential contract invalidation

Data exposure: Unauthorized access to sensitive fields

Audit gaps: Missing or incomplete logs

Operational delays: Longer approval cycles

Financial loss: Billing or contractual errors

Reputational harm: Customer trust erosion

Pricing and capacity comparison for template-heavy use

Below are representative plan and capacity differences relevant to teams that regularly create templates and send documents at scale.

Plan	signNow (Recommended)	DocuSign	Adobe Sign	Dropbox Sign	PandaDoc
Entry-level Monthly Price	Starts around $8/user/month	Starts around $10/user/month	Starts around $9.99/user/month	Starts around $12/user/month	Starts around $19/user/month
Mid-tier Annual Price	Approximately $5–8/user/month billed annually	Approximately $7–10/user/month billed annually	Approximately $6–9/user/month billed annually	Approximately $10–12/user/month billed annually	Approximately $15–20/user/month billed annually
Free Trial Availability	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Templates Included	Unlimited templates	Unlimited templates	Unlimited templates	Templates included	Templates included
Bulk Send Limit	Per-plan limits available	Enterprise options for high volume	Per-account limits	Per-plan bulk sends	Per-plan bulk sends

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.

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