Copy and Edit Shared Templates

Shared templates in SignNow empower teams to collaborate efficiently, ensuring everyone has access to standardized documents while maintaining control over editing rights. Whether you’re a Team Owner or a Team Member, understanding how to copy and edit shared templates is essential for keeping your workflows agile and compliant. This guide walks you through the process, clarifies permissions, and shares best practices for managing shared templates in a collaborative environment.

Understanding Shared Templates and Permissions

Shared templates are reusable document blueprints accessible to your team, streamlining processes like onboarding, contracts, and approvals. However, to maintain consistency and prevent accidental changes, only Team Owners can edit shared templates directly. Team Members, on the other hand, can create editable copies for their own use. This permission structure ensures that the original template remains intact, while still allowing flexibility for customization when needed.

For example, if your HR team has a shared onboarding template, only the designated Team Owner can update the master version. Team Members can make a copy, personalize it for a specific new hire, and then convert it back into a template if their changes should be reused.

Who Can Copy and Edit Shared Templates

In SignNow, Team Owners have full control over shared templates—they can edit, update, and manage these documents directly in the Shared Templates folder.

Team Members do not have direct editing rights to shared templates. Instead, they can create a copy of any shared template, which is then saved to their personal Documents folder. This copy can be edited freely, ensuring that Team Members can adapt templates to their needs without affecting the original version.

This approach protects the integrity of shared resources while empowering all team members to work efficiently.

How to Create a Copy of a Shared Template

Creating a copy of a shared template is a straightforward process that ensures you have an editable version of the template in your own workspace. Follow these steps to get started:



1. Navigate to the Shared Templates folder in your SignNow account.
2. Locate the template you wish to copy. Click the three-dot menu (vertical ellipsis) next to the template name.
3. Select Create Copy from the dropdown menu.

This action opens a modal window where you can name your new document. The copied template will be saved in your Documents folder, ready for editing.

Naming and Locating Your Copied Template

After selecting Create Copy, you’ll be prompted to enter a name for your new document. Choose a name that clearly reflects its purpose or the changes you plan to make—this will make it easier to locate and manage later.

Once named, your copied template will appear in your Documents folder. You can access it alongside your other documents, apply edits, and use it in your workflows.

Editing Your Copied Template

With your copy safely stored in your Documents folder, you can now edit it just like any other document. Add or remove fields, update text, adjust formatting, or insert new sections as needed. This flexibility allows you to tailor the template for a specific client, project, or scenario without impacting the original shared version.

Remember, changes made to your copy do not affect the shared template or other team members’ copies. This ensures everyone can work independently while maintaining a consistent starting point.

Converting an Edited Document Back to a Template

Once you’ve finished editing your document, you may want to reuse it or share it with your team as a new template. SignNow makes it easy to convert any document back into a template:

• Open your edited document from the Documents folder.
• Look for the option to Convert to Template (often found in the document actions menu).
• Follow the prompts to save your document as a template.

After conversion, you can move your new template to the Shared Team Templates folder, making it accessible to your team. This workflow supports continuous improvement and collaboration, as team members can iterate on templates and share best practices.

Best Practices for Managing Shared Templates

• Use clear naming conventions: When creating copies or new templates, use descriptive names that indicate their purpose or version. This helps everyone find the right document quickly.
• Communicate changes: If you update a template and convert it back for team use, notify your team about the improvements or differences from the original.
• Maintain template integrity: Only Team Owners should edit master templates directly. Team Members should always work from copies to avoid accidental changes to shared resources.
• Organize templates and documents: Regularly review your Documents and Templates folders to archive outdated versions and keep your workspace tidy.
• Leverage permissions: Understand and respect the permission structure—this keeps your team’s workflows secure and efficient.

Troubleshooting Common Issues

• Can’t find the Create Copy option? Ensure you’re in the Shared Templates folder and have the correct permissions. Only Team Members and Team Owners can create copies.
• Copy not appearing in Documents folder? Refresh your browser or check your filters and sorting options. The new document should appear at the top of your Documents list.
• Unable to edit the shared template directly? Remember, only Team Owners can edit shared templates. Team Members must create a copy to make changes.
• Problems converting a document back to a template? Make sure the document is not locked or signed, as only unsigned documents can be converted into templates.

If you continue to experience issues, reach out to your Team Owner or contact SignNow support for assistance.

Frequently Asked Questions

Ready to streamline your team’s document workflows? Start copying and editing shared templates today to keep your processes efficient and collaborative. For more advanced features or to explore team management options, visit our pricing page to find the plan that fits your needs.

Related articles