Set up your electronic signature template with the eSign editor. After uploading your desired PDF template, you can start adding annotations using the element options and associate each element to an employee field or leave it open for input or signature. The template editor will show you the order of recipients that will be included according to your field setup, from roles such as HRBP to employee, to specifically selected people.

Once you finish creating the template, you may adjust the order of recipients, and customize your message and notifications to recipients so that they understand what actions you’d like them to take upon receiving the document request.

Note: You need to mark the template as Active once it's ready to use in eSign requests. To learn more, see Trigger an eSign request.

Before you begin

You’ll need to save your document as a PDF before uploading it to the eSign builder. On your non-PDF document, click Save as, then choose PDF from the file format options. This should work across platforms, but if you need further support, use the help centers and support teams of the platform you’re using to edit the original file.

Once you’ve uploaded your template, you may use various eSign elements to create your eSign document. These include:

  • Signature: a field requesting a person’s typed or drawn electronic signature
  • Initials: a field requesting a person’s typed or drawn initials
  • Signature date: an automatically populated date field showcasing when the corresponding assignee filled out the Signature field according to the assignee’s Site settings’ date format
  • Date Field: a field requesting for a date to be filled out, e.g., birth date, start date, etc., according to the assignee’s Site settings’ date format
  • Text Field: an open text field to be filled out, e.g., allergies, home address. You can enter placeholder text in your template so people know what to include in the text field.
  • Checkbox: a checkbox field or a group of checkboxes, e.g., to allow an employee to select several preferences. You can set a required number of selections, such as a minimum of two checks for a group of 10 checkbox options.
  • Employee Field: a field that syncs information from employees’ profiles, e.g., SSN, personal email address, job title
  • Compensation Fields: a field that syncs to the compensation worksheet fields, e.g., base salary increase amount, base salary increase effective date

    FYI: This field is available only for customers using the Compensation Management module.

  • Fields can be marked as required or optional to fill out, except the signature date, which corresponds with the signature field.
  • Some elements have particular configuration options relevant to the field type, e.g., adjusting the font in a text field.
  • The employee field will be seen as blank to the recipient if the field is not filled in the employee profile.

How to set up an eSign template


Tip: Save the document as you work on it to ensure your progress is saved.

  1. From the left menu, select Settings > Docs.
  2. Select the eSign templates tab.
  3. Click Add new template.

    Note: Select an existing template to edit it. If you want to replace the PDF in an existing template, see Manage an eSign template.

  4. Drag and drop or click browse files to select your document.
  5. Click Upload, then click Done.
  6. Write a new document title (optional).
  7. Select the desired element in the Elements section on the right side of the editor, then drag and drop the field into the document. You can move the field to the exact spot you’d like in the document. Add as many relevant elements as you need.
  8. From the Assignee dropdown menu, select an assignee by role or to a specific person. When a person or role has at least one field assigned to them, the editor will include them in the Recipients order and give them a unique color that will apply to all other fields assigned to them.
  9. From the Data of dropdown menu, select a person or a role. From the Field name dropdown menu, select the employee field(s) field from the person’s profile. If the field is empty in the employee profile, it will be blank when recipients get it. The Employee Field element syncs with the assignee’s employee profile fields.
  10. To mark a field as mandatory, select the desired field. The field’s settings will appear in the element editor. Mark the Required field checkbox to require completion of the field for the selected assignee. Unmark the checkbox (i.e., leave empty) to make the field optional for completion for the selected assignee. Required fields assigned to a person will be colored in, while optional fields will have the color on the field’s borders.

    Note: To group checkboxes, add a checkbox element to the template. From the Group settings section, click the + icon to add a checkbox to the group. Enter the minimum and the maximum number of required marks. For example, a group of checkboxes may include four Gender options with the minimum and maximum selection requirements.

  11. Click Save.

How to change the recipients order


The Recipients order section on the right of the eSign editor automatically displays all of the assignees included in the template. An assignee is a person who has at least one field assigned to them in the document template, and each assignee has a unique color to differentiate them in the eSign template and document easily.

The Recipients order indicates who will receive and need to act on the document first and who will follow the next (and onwards) once the person before them completes their required actions. The top person is the first, and the person at the bottom is last. To make changes to the recipients order, follow these steps:

  1. From the left menu, select Settings > Docs.
  2. Select the eSign templates tab.
  3. Select the template you wish to edit.
  4. From the Recipients order section of the eSign editor, drag and drop a recipient up or down to adjust the order.

    Note: If a recipient is a specific person, their initials will be displayed.

  5. Click Save when done.

Note: You can override recipients when you trigger the task manually. To learn more, see Trigger an eSign request.

How to edit the eSign request message


Each template includes a customizable message that will be included in the request and sent via email to the recipients to notify them of the actions they need to complete. To customize the message, follow these steps:

  1. From the left menu, select Settings > Docs.
  2. Select the eSign templates tab.
  3. Select the template you wish to edit.
  4. From the Message section of the editor, enter the subject line of the email request in the top text field (with “Review & act” as default text), then enter the body of the email request in the larger text field below the top.
  5. Click Save when done.
    Your eSign template is saved in the eSign templates area.

How to subscribe to eSign notifications and reminders

  1. From the left menu, select Settings > Docs.
  2. Select the eSign templates tab.
  3. Select the template you wish to edit.
  4. From the Notifications section of the editor, select the recipients for the completed eSign document, including the requestor.

    Tip: Include subscribers to keep relevant stakeholders informed. For example, an eSign document related to a change in compensation might include subscribers such as the bookkeeping team who don’t need to sign the document but should be aware of the change for payroll purposes.

  5. From the Reminders section, enable Set reminders to automate email reminders to the requested recipients. Then, enter the frequency for how often a reminder will be sent and the time and time zone for when the reminder will be sent.
  6. Click Save when done.
    Subscribers will receive a link to the signed document once all signatures are completed. The signed and completed document will include the employee’s name in the file name for easy reference.


Which permissions do I need to set up eSign templates? 
You will need permission to Manage eSign templates granted by an Admin. As an Admin, select Settings > Permission groups. Select the group to who you’d like to grant permission. Click Edit permissions. From the Features tab, select Docs > eSign templates. Mark the checkbox Manage eSign templates to enable setting up eSign templates. Click Save, then Apply.

Which permissions do employees need to open the signed document from the email notification?
To access the signed document via the link in the notification email, the user should have view permissions to the folder in which the signed document is stored. As an Admin, select Settings > Permission groups, then select the group to who you’d like to grant permission. Click Edit permissions. From the People’s data tab, select Docs, then the folder you’d like the group to be able to view. Mark the checkbox View selected employees' docs in the folder to enable viewing the folder where the signed document will be stored. Click Save, then Apply.

Why can’t I add custom table data to an eSign template?
Custom table data is not supported in the eSign template builder because there is no effective date to enter the field.

Why does the placeholder text within the Text field disappear in the signed document?
The placeholder appears as instructions for its designated recipient. Once the recipient is done filling and signing their parts, if they haven’t typed anything into the text field, it will pass on as empty to the next recipient, and will remain empty in the signed document.

How do I delete an element?
To delete an element, click the element you wish to remove, press the Backspace or delete button on your keyboard, or click the trash icon in the element editor to the right of the element name.

How do I change the size of an element?
To resize a field, select the desired field. Sizing handles will appear on the border of the field. Click, hold, and drag the sizing handle to the height and width as desired.

How do I duplicate an element?


Select the field you wish to duplicate and either: Use the copy keyboard shortcuts to copy the field (CTRL+C then CTRL+V in Windows OS or Command+C then Command+V in Mac OS), or click the field you wish to duplicate, then hold the Alt button (Windows OS) or Option button (Mac OS) as you drag the field outward to another area of the document, thereby pulling the new one. If the keyboard shortcuts don't work for you, try moving your cursor to the side of the document between copying and pasting. Edit the field as desired.

How do I undo a change to the eSign template?
To undo any changes you’ve made to elements, use the CTRL + Z (Microsoft OS) or Command + Z (Mac OS) on your keyboard. This can only be done before you’ve clicked Save.

How do I format text elements?


You can format the following elements: Employee Field, Text Field, Date Field, Signature Date, and Compensation Field. From the template you’d like to edit, select the element you want to format. In the element editor, select the font type and size from the dropdown menus and the text alignment. Click Save when you’re done.

How do I format or change multiple elements all at once?
You may select multiple fields to align, assign, format, or delete all at once. If all selected fields share other configuration options, e.g., text fields all have the text formatting options, you may edit those in bulk too. From the template you wish to edit, click and drag your cursor over the fields you want to select. The elements editor will show what actions you can take for all fields, which may include:

  • Deleting selected elements.
  • Marking all selected fields as required/optional.
  • Aligning fields by selecting the icon (from left to right).
  • Assigning all fields to a singular person.
  • Adjusting text formatting.

Click Save when you’re done.