How To Create A Template Using Docusign

Looking to streamline your document signing process?

DocuSign is a popular electronic signature solution that can help you do just that.

One key feature is the ability to create and use templates, making it easier to send out standard documents for signature quickly and efficiently.

In this article, we will walk you through the benefits of using templates in DocuSign, how to create a template step-by-step, tips for designing an effective template, and best practices for using templates effectively.

Let’s get started!

What is DocuSign?

DocuSign is a digital transaction management platform that enables users to securely sign, send, and manage documents electronically.

This tool plays a significant role in revolutionizing the way businesses handle agreements and contracts. By facilitating electronic signatures, DocuSign eliminates the need for physical paperwork, reducing costs, saving time, and promoting sustainability. Its robust security features ensure that sensitive information is protected throughout the document process, providing peace of mind for both parties involved. The efficiency of DocuSign is evident in the streamlined workflow it offers, allowing for faster turnaround times and smoother collaboration among stakeholders.

Why Use Templates in DocuSign?

Utilizing templates in DocuSign streamlines the document creation and signing process, saving time and ensuring consistency in agreements.

Templates in DocuSign offer a multitude of advantages. First and foremost, they boost efficiency by providing predefined structures that can be easily customized to specific needs without starting from scratch each time. They ensure that important terms and conditions remain consistent across multiple documents, reducing the chances of errors or omissions. By simplifying repetitive tasks, templates enable users to focus more on the content of the agreement rather than the formatting, ultimately fostering a more productive workflow.

What Are the Benefits of Using Templates in DocuSign?

Creating templates in DocuSign offers numerous benefits, including standardized document formats, faster agreement processing, and improved workflow efficiency.

Templates in DocuSign not only save time by streamlining the agreement creation process but also ensure accuracy by reducing human errors in redundant tasks.

The scalability of these templates allows for easy customization based on specific business needs, boosting productivity.

The organized nature of utilizing templates brings enhanced document management capabilities, enabling users to access and track agreements efficiently, ultimately leading to a more streamlined and effective workflow.

How to Create a Template in DocuSign?

To create a template in DocuSign, follow a series of steps that guide you through designing and customizing a reusable document format for future transactions.

Once you have logged into your DocuSign account, navigate to the ‘Templates’ tab located in the top menu. Click on ‘Create Template’ to start the process. You will be prompted to choose a document from your files or create a new one by uploading a file. After selecting your document, personalize it by adding fields such as signature, date, or text boxes. Ensure to place the fields accurately where signers need to fill in information. Once satisfied with the layout, save the template by clicking ‘Save’ and provide a name for easy future access and use.

Step 1: Log into Your DocuSign Account

The initial step in template creation with DocuSign involves logging into your account on the platform to access the template design features.

  1. After navigating to the DocuSign website, users are prompted to enter their login credentials: username and password. This is an essential security measure to protect user data and ensure account privacy.
  2. Once authenticated, users are directed to their account dashboard, where they can explore various options. To proceed with template creation, users need to locate the ‘Templates’ tab or section in the menu bar. By clicking on this section, users can access the template designing tool to customize their documents according to specific requirements.

Step 2: Access the Template Library

Once logged in, navigate to the template library within DocuSign to choose from pre-existing templates or create a new one from scratch.

  1. Upon accessing the template library interface, you will be presented with a variety of options to streamline your document creation process. You can explore categories such as contracts, agreements, or forms, each containing specialized templates.
  2. Select a pre-made template that closely aligns with your document requirements, or opt for a custom design by clicking on the ‘Create Template’ button. This allows you to personalize the content, layout, and fields according to your specific needs.
  3. The distinction between pre-made templates and custom designs offers flexibility in catering to both standard and unique document formats.

Step 3: Choose a Template Type

Select the appropriate template type based on the document requirements, choosing from options like contracts, agreements, or forms in DocuSign.

By utilizing the right template category, you can streamline the signing process and ensure that your documents are tailored to meet their specific purpose. Contracts templates are ideal for legally binding agreements, while agreements templates work well for less formal arrangements. Forms templates, on the other hand, are perfect for collecting information or data. Each template type serves a unique function, so it’s crucial to understand the nuances of your document to make an informed choice. This categorization helps organize your templates efficiently and enhances the overall workflow within DocuSign.

Step 4: Customize Your Template

In the customization process within DocuSign, users can easily adjust the template to suit their specific needs. This includes adding custom fields for information collection, inserting text elements for clarity, and placing signatures in appropriate locations.

DocuSign offers a range of customization options, such as adjusting font styles, sizes, and colors, to create a personalized touch. Users can designate where recipients need to sign, initial, or provide additional information for a seamless document workflow. These customization features empower users to create professional and efficient documents that align with their branding and communication requirements.

Step 5: Save and Name Your Template

“first_sentence”: “Once customization is complete, save the template and assign a descriptive name to easily identify and access it for future document transactions.”

“expanded_text”: “Proper naming conventions are vital in ensuring that the template can be quickly located when needed. When naming the template, consider using keywords related to its content or purpose, as this will make it easier to retrieve the template later. It is recommended to organize templates in a structured manner within your DocuSign account to streamline the template management process. By adopting these storage best practices, users can enhance efficiency and save time when searching for specific templates in the future.”

Tips for Designing an Effective Template in DocuSign

Designing an effective template in DocuSign requires attention to detail and adherence to best practices to ensure seamless document processing and user experience.

When crafting templates in DocuSign, it is essential to prioritize simplicity to enhance clarity and usability for recipients. Consistency in branding elements such as logos, colors, and fonts across multiple templates helps reinforce brand identity and professionalism.

Ensure that the fields you include in your templates are relevant to the purpose of the document to streamline the completion process. Testing your templates thoroughly before sending them out is crucial to identify any errors or inconsistencies that could impact the signing experience.

Keep It Simple and User-Friendly

Simplicity and user-friendliness are key aspects of effective template design in DocuSign, enhancing document completion and signer engagement.

A well-designed template on DocuSign not only streamlines the signing process but also ensures that the content is conveyed clearly to the user. The layout clarity plays a crucial role in guiding signers through the document, making it easier for them to comprehend the information presented.

Intuitive navigation further simplifies the interaction, allowing users to easily move through the template without confusion. By focusing on user-centric design, DocuSign templates can maximize user engagement, leading to a smoother and more efficient document signing experience.

Use Consistent Branding and Design Elements

Maintain consistent branding elements and design styles across templates in DocuSign to reinforce brand identity and professionalism in document interactions.

This dedication to uniformity in design ensures that each document aligns with the overall brand image, fostering trust and recognition among users. Logo placement plays a crucial role in establishing brand awareness and should be strategically positioned for optimal visibility. Color schemes should reflect the brand’s personality and evoke desired emotions, while font choices should be consistent to maintain readability and convey brand messaging effectively.

Visual coherence ties all these elements together, creating a cohesive and memorable experience for recipients interacting with the documents.

Include Relevant Fields and Tags

Incorporate relevant fields and tags in your DocuSign templates to capture essential information accurately and facilitate seamless document completion for signers.

When designing templates, ensuring the inclusion of the right fields and tags is crucial for efficient data capture, validation, and providing clear guidance to those signing the documents.

Fields such as text boxes, checkboxes, dropdown menus, and date fields enable signers to input and select the necessary information accurately. Tags, on the other hand, play a vital role in indicating where specific actions need to be taken, such as signatures or initials.

Together, fields and tags streamline the signing process, reducing errors and ensuring all essential details are captured correctly.

Test Your Template Before Using

Prior to deployment, thoroughly test your DocuSign template to ensure all fields function correctly, data inputs are validated, and the user experience is optimal.

Template testing and validation play a critical role in the seamless operation of electronic signature processes. By meticulously examining each field within the template, you can verify that the data input mechanisms are working as intended.

Through error checking procedures, potential glitches or inaccuracies can be identified and rectified before the template goes live. Evaluating the user experience involves assessing how intuitive and efficient the signing process is for recipients, aiming to streamline operations and enhance overall satisfaction.

Best Practices for Using Templates in DocuSign

Employing best practices when using templates in DocuSign enhances workflow efficiency, document accuracy, and collaborative processes within your organization.

To optimize the utilization of templates, it is recommended to categorize them based on their purpose or department, making it easier to locate specific templates quickly.

Sharing templates with designated team members or groups ensures seamless collaboration and consistency in document creation. Grouping related templates together can streamline the template selection process, further facilitating efficient workflow.

Regularly reviewing and updating templates to reflect any changes in processes or information guarantees the accuracy and relevance of documents created using those templates.

Keep Templates Organized and Up-to-Date

Maintain a systematic approach to organizing and updating your templates in DocuSign to ensure accessibility, accuracy, and relevance in document transactions.

  1. By categorizing templates based on their purpose or type, users can easily locate and utilize the right template for specific needs, streamlining the document creation process.
  2. Implementing version control protocols guarantees that the most current and approved template versions are readily available, reducing the risk of errors and ensuring compliance with organizational standards.
  3. Establishing a structured archiving system for outdated or unused templates helps declutter the template library, maintaining efficiency and preventing confusion among users.

Share Templates with Your Team

Facilitate collaboration and streamline processes by sharing templates with team members in DocuSign, promoting consistency and efficiency in document handling.

Team members can easily share templates with one another, enabling seamless teamwork and fostering a culture of collaboration. By granting specific access permissions, individuals can contribute to and edit shared templates while maintaining control over sensitive information. Version synchronization ensures that everyone is working on the most updated document, reducing errors and enhancing productivity. This collaborative approach not only saves time but also promotes cohesion within the team, leading to more effective project outcomes.

Utilize Template Groups for Different Departments or Functions

Optimize template management by creating distinct groups for templates based on departments or functions within your organization, ensuring tailored access and control.

  1. This approach allows for efficient departmental segregation, where templates can be grouped according to specific teams or functions, streamlining workflows and avoiding confusion.
  2. User restrictions can be easily enforced within each group, ensuring that only authorized personnel can access and utilize relevant templates.

The collaborative workspace creation feature enables team members to work together seamlessly on shared templates, enhancing productivity and fostering a more cohesive work environment.

In essence, template grouping in DocuSign provides a structured and organized method for maximizing organizational efficiency and collaboration.

Regularly Review and Update Templates as Needed

Establish a periodic review process to assess and update your templates in DocuSign, ensuring compliance, accuracy, and alignment with evolving document requirements.

Regular template reviews play a crucial role in ensuring that your documents are up-to-date and reflective of any changes in regulations or business processes. By implementing revision cycles, you can stay proactive in keeping your templates compliant and error-free. Incorporating feedback from users and stakeholders further enhances the quality of your templates, ensuring they meet the needs of all parties involved.

Version tracking mechanisms help you keep track of changes made to templates over time, providing a comprehensive audit trail for transparency and accountability in your document management process.

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