SigningHub offers a wide range of custom documents that can be shared for approval/ sign off purposes. Each document is automatically converted into PDF format before bringing it to the SigningHub platform. If you have standard files that you need to send out over and over again, you can create a template of that document, and apply on the same documents (when required) to quickly reuse all the workflow configurations.

Add a document in the template

After you click "Add template".

1. Drag and drop the document or select them from your device.
2. The document will be added for further processing.

If you have standard files that you need to send out over and over again, you can create a template of that document, and apply it on the same documents (when required) to quickly reuse all the workflow configurations. You can add recipients, form fields, initials, in-persons, signature type, signature position, signing sequence, configure reminders, certify documents and much more in a document template. The individual and enterprise users can manage (Add, Clone, Edit, and Delete) their personal templates, while the enterprise users can also use the enterprise templates as allowed against their user role by their enterprise admin. The saved templates can then be applied to similar documents for efficient and robust re-usability of these workflow configurations.

View your personal templates

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Personal templates will be listed under the "Personal" section.

View your enterprise templates (applicable to enterprise users only)

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Enterprise templates will be listed under the "Enterprise" section.

Create a new template

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Click "Add template" in the Personal section.

3. Add a document for this template. All the workflow-related configurations will be done on this document.

4. Enable/disable "Read-only" as required.

Make a clone of your personal template

At times you need to create multiple templates with a few variations. The best way to achieve this is to create a template with all the configurations and then make clones of it. You can then edit each template clone as per requirement.

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Select the desired template and click "Clone" in the information panel.

3. Specify the name, and description and enable the read-only toggle as required.

4. Click "Clone".

Edit your personal template

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Select the desired template and click "Edit" in the information panel.

3. Edit the required content. You can edit template name, description, signers, reviewers, placeholders, signer information fields, signing actions, form filling, document permissions, certify document settings, workflow type, post-processing, email configurations and signing/ reviewing sequence.

4. Once done, click "Save and Close".

Rename your personal template

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Select the desired template and click "Edit" in the information panel.

3. Go to the "Documents" screen, specify the new name in "Template name" and click "Continue".

4. Then, you can make further changes or exit.

Delete your personal template(s)

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Select the desired template(s) and click "Delete" in the information panel.

3. Click "Delete" in the confirmation dialog.

Create a SmartForm against a template

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Select the desired template and click "Create SmartForm" in the information panel.

3. On the "Add SmartForm" screen, enter the required details and make the necessary configurations.

4. Click on the "Save changes" button. A dialog will appear prompting the user to copy the SmartForm URL.

Edit a SmartForm against a template

1. Click "Configuration" from the Navigation panel, then click "Templates" under the Documents options in the Personal Configuration section.

2. Select the desired template and click "Edit SmartForm" in the information panel.

3. From the "SmartForms" dialog, click on the edit icon appearing next to the SmartForm that you want to edit.

4. On the "Edit SmartForm" screen, edit the required details and make the necessary configurations.

SigningHub lets you certify your digital signature. The certified signature is used to restrict the recipients to perform only the specific changes in a document, as system wont allow them to perform any other changes. In this regard, the first signature of each document in a workflow package will be a certified digital signature that will determine the allowed permissions on the document, while the rest of the signatures will be the simple digital signatures. A document having a certified digital signature is called a certified document. System might show the pre-selected options as laid out in your Enterprise Settings. (In case of an Individual user, the options specified in the web.config file will be followed.) You may change the default settings as required before saving the template.

See the following table for details:

Certify Options

Configure certified document settings in the template

After you have :

1. Click the three dots menu and select the "Certify" option, against the document.
2. Choose the required certification preference from the next appearing dialog.
3. Enable the "Lock the document upon workflow completion" option, if you want to lock all the form fields of your document after the last signature. Document locking feature is specifically related to the PDF documents with form fields. This check will be disabled when "Certify with no changes" option is selected.

To keep the approval process in time, SigningHub allows you to configure auto reminders for the recipients (in a template), who may forget to timely respond to your workflow. A reminder is the original email notification that is resent to the recipient(s), when they don't sign a document by a certain (configurable) time period. When the workflow related to this template document is triggered, the set reminders will be activated accordingly. You may also later anytime to any recipients, during a workflow execution. SigningHub might show some pre-defined reminders as laid out in your . You may change the default settings as required before saving the template

Set auto reminder in the template

After you have:

There are certain types of data fields, which you can assign to each recipient/ placeholder in a workflow. They are:

You can also configure a template to automatically send the copy of your completed document(s) to your choice contacts, or upload them on your cloud drive, when applied on a workflow document. This could be useful when a workflow document has got multiple owners, and/ or each stakeholder wants to have the final document copy after being signed by all the recipients/ placeholders.

Set post processing in the template

After you have:

SigningHub enables you to lock a template (make it Read-Only) so that the workflow configurations inside it cannot be modified during document preparation mode. This is useful in the situations when the defined workflow configurations within a template need to be enforced in their as it is format.

Mark a template as Read-Only

1. Go to "Documents" screen.

SigningHub lets you configure certain recipient related permissions in a template. In this regard, you can separately set permissions for document printing access, downloading access, adding text fields, adding document attachments and merging provision, changing recipient/ placeholder privileges, and/ or configure legal notice for each recipient. System might show some pre-selected permissions as laid out in your default enterprise settings. You may change the default behavior as required before saving the template.

See the following table for details:

Recipient Permissions

Set recipient permissions in the template

After you have:

• ,

• , and

• in your template:

1. Click "Permissions" against the recipient/ placeholder, for whom you want to set permissions.
2. A dialog will appear, enable the toggles as required. See the "Recipient Permissions" table for details.
3. Click "Save".

SigningHub also lets the document owner, and the recipients add document comments with in the workflows. The document owner can choose to allow document comments for each workflow.

Configure document comments for your template

After you have:

• Added the document,

• , and

• in your template:

1. Enable "Allow Comments" toggle.
2. Click "Continue".

SigningHub allows you to configure language for email notifications that provide ability to send documents for signature in native language of global users. These notifications are specifically associated with Document Shared, Sign-off Reminder, Document Recalled, and Send a Copy emails, and are used to intimate their recipients. The configured settings from here will be applicable to guest users only.

This option is available only if

• Recipient is a guest user

• Allow Change of Language by Users is enabled in Global Settings under SigningHub Admin

Set email language

After you have:

• ,

• in your template.

1. Click "Email Language" against the recipient you want to set language for.
2. A dialog will appear to select the language from the drop down, document owner's language will be selected by default.
3. Click the "Save" button. Considering the screenshot scenario, SigningHub will send emails in selected language to "Mark" for Document Shared, Sign-off Reminder, Document Recalled, and Send a Copy.

SigningHub allows you to add electronic seals in a workflow, Electronic Seal (eSeal), Advanced Electronic Seal (AdESeal), Qualified Electronic Seal (QESeal) are the levels of assurance available for an electronic seal. Adding electronic seals will consume signatures quota of your (document owner's) account. The option to add an electronic seal field will only appear if an electronic seal has been added to the template.

Add an electronic seal field in the template

After you have:

• ,

• ,

1. Select the document from the right panel of document viewer screen, on which electronic seal is required.

2. Select the electronic seal from the right side of document viewer screen, for whom you want to add an electronic seal field.

3. Click the "Electronic Seal" option, and drop it on the document.
4. You can drag and drop the field anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. The system will remember the field size and its display preferences (i.e. visible or invisible) for adding new In-Person signature fields on the same documents package. By default, upon dropping the "In-Person Signature" field, the edit dialog is automatically displayed. However, if the user is only allowed one level of assurance, the dialog will not be automatically displayed.

Delete an electronic seal field

1. Click on the electronic seal field.

2. Select "Remove" option. The field will be deleted from the document.

Electronic Seal Field

SigningHub also lets you specify a personal email message in a template that will be used to intimate the configured recipients/ placeholders upon their turn.

Compose email message in the template

After you have:

• Added the documents,

• ,

• in a workflow package and

1. Go to "Message" screen.
2. Specify your personal message (up to 1500 characters) in the next appearing dialog.
3. Click "Continue". The information entered on the dialog has been saved.

A recipient is a pre-configured actual user/ group in a workflow. While a placeholder is a kind of blank user, who may be unknown at the time of document preparation. On the other hand, an electronic seal is a preconfigured automated user. They are added during the workflow execution on their turn, by the immediate previous recipient. In such a case, a title field is defined for them in the workflow, which is then updated with the actual recipient.

Each type of user is assigned a definite role in a template, see the following table for details:

User Roles

SigningHub supports four different types of a workflow, see the following table for details:

Workflow Types

You can also configure the form filling functionality for PDF compliant forms in a template. In this regard, the fields of a PDF form can be assigned to specific recipient(s). When the workflow related to this template is initiated, SigningHub will allow only the specified recipient(s) to fill in the assigned fields upon their turn. In case a form field is not assigned to any recipient, then all recipients in the workflow can enter text in that field before singing the document. You can also make it mandatory for any recipient to fill in the form field(s), in this case the document cannot be signed without specifying data in those form field(s). Once specified, such information becomes the permanent part of a signed PDF document.

Configure form filling settings in the template

After you have:

There are certain special privileges in a workflow, which you can add in a template for your choice recipients. They are:

SigningHub allows its users to add attachments in a workflow. Adding field attachments in a workflow is subject to recipient permissions, configurations of your user role and the configuration of your service plan. If you are willing to use this feature, contact your Enterprise Administrator.

Add an attachment field in the template

After you have:

When it comes to a document access security, SigningHub gives you advanced options to additionally protect your document(s). There are three different ways through which you can restrict your document access for a recipient, i.e. configure password based authentication, or an OTP based authentication, or define a particular time period after which your document will be inaccessible to the recipients.

See the following table for details:

Document Access Security

SigningHub enables you to add a QR Code to documents to help simplify signature verification. The QR code in the document enables users to with the camera on their smartphone. Upon scanning the user is redirected to a page which allows viewing the document in read-only mode and viewing the verification results for the digital signatures, separately. This field is associated with a specific document and becomes the part of a PDF document when it is shared, signed, reviewed or updated. The availability of a QR Code field is subject to your assigned enterprise user role. If you wish to use this feature, ask your Enterprise Admin to enable the QR Code option in your . SigningHub embeds annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1a and PDF/A-1b standards. This content embedding is required by ISO 19005-1, and is usually associated with a document's visual appearance.

Add a QR Code to a Template

After you have:

SigningHub enables you to add basic form components (i.e. Name, Email, Job title, Company, Text Field, Text Area, Date, Radio Button, Check box, and Add Text) in a document to acquire additional information from a recipient. These fields are normally associated with a specific recipient in a document approval workflow, and can also be made mandatory for a particular recipient to fill-in before signing. When supplied, such information becomes the permanent part of a signed PDF document. SigningHub embeds fonts, graphics, annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1b standard. This content embedding is required by ISO 19005-1, and is usually associated with a document's visual appearance. However a processed PDF through SigningHub may show non compliance with the PDF/A-1b standard, when a Date field or a transparent PNG image is rendered in it.

Add a form component in the template

After you have:

Using initials is almost the same as signing the document, however digital signatures are not embedded in this case. SigningHub lets you configure initials for all document recipients (i.e. signers, reviewers, editors, and meeting hosts in a template. You can also add multiple initials fields against a recipient.

Add an initials field

After you have:

In-person signatures are very much similar to the initials, but they are done on behalf of someone else. SigningHub lets you configure in-person signatures for document signers and meeting hosts in a template. You can also add multiple in-person signature fields against a signer/ meeting host.

Add an In-Person signature field

After you have:

• Added the documents,

• ,

• and,

• for each recipient/ placeholder as required in a workflow package:

1. Select the document from the right panel -> pages tab of document viewer screen, on which in-person signature is required. You can also manage the added documents from here.

2. Select the recipient/meeting host from the right panel -> recipients tab of document viewer screen, for whom you want to add an in-person signature field. You can also manage the added recipients from here.

3. Click the "In-Person Signature" option, and drop it on the document.

In-Person Fields

Delete an in-person signature field

Click on the in-person signature field in the document to delete, and select "Remove" option.

The in-person signature field will be removed from the document.

SigningHub allows you to add two different types of signatures in a template, i.e. Electronic and Digital. Read more about the electronic and digital signatures. Adding digital signatures for a recipient/ placeholder will consume digital signatures quota of your (document owner's) account, after being signed by the recipient. You can also add multiples signature fields against a signer. However, when you add the second signature field, then the first signature field will be converted into a simple hand signature field, and the second field will become the actual digital signature field. Similarly, when you add the third digital signature field, then the previous two fields will become the simple hand signature fields, and the third field will be the actual digital signature field and so on.

After you have:

• Added the document,

• Added all the recipients, electronic seals and placeholders,

• , and

• for each recipient/ placeholder as required in your template:

Add a signature field in the template

1. Select the document from the right panel -> pages tab of document viewer screen, on which signature is required from a signer. You can also manage the added documents from here.

2. Select the recipient (signer/ electronic seal/ placeholder) from the right panel -> recipients tab of document viewer screen, for whom you want to add a signature field. You can also manage the added recipients from here.
3. Drop the "Signature" field on the required location on the document. By default, upon dropping the "Signature" field, the edit dialog is displayed.

Signature Fields

Delete a signature field

Click on the signature field in the document to delete, and select "Remove" option.

The signature field will be removed from the document.