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Creating Templates

A template captures your document, recipient roles, and tag placements so you can send the same agreement repeatedly without starting from scratch each time. Plan on 10–15 minutes for your first template.

Overview​

Step 1: Start a new template​

  1. Navigate to Sign > Templates.
  2. Click Create Template.
  3. Enter a descriptive template name.
  4. Add a description (optional, but useful for your team).

Step 2: Upload your document​

Upload your document. Propper Sign supports PDF, DOCX, and other common formats up to 35 MB. See Adding Documents for the full list of supported formats, size limits, and tips.

Step 3: Add recipient roles​

Roles are placeholders for the real people you assign when sending. You fill in actual names and email addresses at send time.

  1. Click Add Recipient.
  2. Enter a role name (for example, "Hiring Manager" or "New Employee").
  3. Select the type:
    • Signer — must complete their assigned tags.
    • Receives a Copy — receives the completed agreement; no action required.
  4. Set the routing order (1, 2, 3, etc.).
  5. Repeat for all roles.

Routing order:

  • Different numbers (1, 2, 3) create a sequential workflow — each recipient receives their invitation only after the previous step is complete.
  • The same number (all 1s) creates a parallel workflow — all recipients in that step receive invitations at the same time.

Name roles clearly:

  • Good: "Department Manager", "External Consultant"
  • Avoid: "Signer 1", "Person A"

See Recipients for detailed role descriptions, routing patterns, and common scenarios.

Step 4: Place tags​

Tags capture signatures, inputs, and acknowledgments from recipients.

Placing a tag​

  1. Select a tag type from the left panel.
  2. Drag it onto the document and drop it in position, or click the tag type and then click the document where you want it placed.
  3. With the tag selected, choose the recipient role in the Assigned To field.
  4. Configure tag properties (label, required/optional, validation, etc.).
  5. Repeat for all tags needed.

Each recipient sees only the tags assigned to their role.

Tag types available​

See Tag Types for the full reference including all available tag types and their configuration options.

Signature block pattern​

A standard signature block includes:

Signature tag      (captures the signature)
Date Signed tag    (auto-fills with the signing date)
Text tag           (optional — "Printed Name")

Leave 8–10 points of spacing between tags in the block.

Step 5: Configure settings (optional)​

Click Settings to adjust:

Authentication — Choose how recipients verify their identity before signing:

  • Email (default)
  • SMS
  • Access code
  • TOTP
  • Identity provider

Email message — Customize the subject line and body text of the invitation email.

Step 6: Save​

  1. Review tag placements across all pages and all roles.
  2. Click Save Template.

The template is now available in your template library.

Testing your template​

Before using a template in production, send a test agreement:

  1. Open the template and click Use Template.
  2. Assign your own email address to every role.
  3. Complete the full signing flow.
  4. Verify the final document and audit trail.

This catches placement issues, routing problems, and authentication misconfigurations before real recipients are involved.

Using your template​

Once saved, find the template in Sign > Templates, then:

  1. Click Use Template.
  2. Assign real people to each role.
  3. Customize the email message (optional).
  4. Send.

See Sending an Agreement for the full walkthrough.

Troubleshooting​

"File too large" — Compress the PDF (reduce image quality or resolution) or split the document into multiple files.

"Invalid format" — Confirm the file extension and that the file is not corrupted. Password-protected PDFs must have protection removed before uploading.

Tags not placing — Ensure the document has fully loaded before attempting to place tags.

Cannot save template — Check that every Signer role has at least one required tag assigned to it.

Next steps​