How to Create a Fillable Template in DocuSign

II. Understanding DocuSign Templates

A DocuSign template is a reusable document containing pre-defined fields for collecting information and signatures. These templates serve as blueprints that you can use repeatedly to generate new documents with the same layout and structure. Using templates saves time and ensures consistent data collection across multiple documents.

DocuSign templates are particularly useful when you frequently need to send out similar documents. Examples include contracts, agreements, application forms, and consent forms. By creating a template, you avoid manually adding the same fields and instructions each time, allowing you to focus on personalizing specific details for each recipient.

DocuSign offers different types of templates to suit various needs. Basic templates are the most common, providing a standard document with fillable fields. PowerForms are another type of template that allows users to self-generate documents by filling out a form online, which then creates a DocuSign envelope for signing. Understanding the different template types helps you choose the best option for your specific document workflow.

III. Prerequisites for Creating a DocuSign Template

Before creating a DocuSign template, there are a few prerequisites to consider. Firstly, you'll need a DocuSign account, and depending on the features you require, a paid subscription may be necessary. DocuSign's subscription plans vary, so it's important to choose one that meets your specific needs for template creation and document sending.

DocuSign supports various file formats for uploading documents as templates. Common formats include PDF, Microsoft Word (.docx), and text files. Ensure your document is in a supported format before attempting to upload it to DocuSign. Preparing your document beforehand can streamline the template creation process.

To ensure your DocuSign template is user-friendly and effective, follow document preparation best practices. Create a clear and organized layout, use concise language, and ensure the content is well-structured. This will make it easier for recipients to understand the document and complete the necessary fields accurately. Think about the flow of information and how it will be best presented to the user.

IV. Step-by-Step Guide: Creating a Fillable Template in DocuSign

Creating a fillable template in DocuSign involves a series of steps, starting with accessing the template creation interface.

A. Accessing the Template Creation Interface

1. Log into your DocuSign account: Open your web browser and navigate to the DocuSign website. Enter your login credentials and click the "Log In" button.
2. Navigate to the "Templates" section: Once logged in, locate the "Templates" tab in the navigation menu. Click on it to access the templates management area.
3. Click the "New" button and select "Create Template": In the "Templates" section, find the "New" button, typically located in the upper-right corner of the page. Click the button and choose "Create Template" from the dropdown menu. This will open the template creation interface.

B. Uploading Your Document

1. Choose the document you want to use as the basis for your template: Select the file you want to convert into a fillable template. This could be a contract, form, or any other document requiring input from recipients.
2. Upload the document from your computer or a cloud storage service: Click the "Upload" button or drag and drop the file into the designated area. DocuSign supports uploading documents from your local computer or directly from cloud storage services like Google Drive, Dropbox, or OneDrive.

C. Adding Recipients and Routing Order

1. Specify the roles of each recipient: Define the role of each person who will interact with the document. Common roles include "Signer 1," "Approver," or "Reviewer." These roles help DocuSign understand the actions each recipient needs to take.
2. Define the routing order for the document: Determine the order in which the document should be sent to each recipient. You can set up a sequential routing order (e.g., Signer 1 first, then Signer 2) or a parallel routing order where multiple recipients receive the document simultaneously.
3. Add email addresses for each recipient: Enter the email address for each recipient in the designated field. Ensure the email addresses are accurate to avoid delivery issues.

D. Adding Fillable Fields

1. Access the DocuSign editor: After uploading the document and specifying the recipients, DocuSign will open the document in its editor interface. This is where you'll add fillable fields to the document.
2. Locate the "Standard Fields" or similar section: Look for the "Standard Fields" section in the left-hand panel of the DocuSign editor. This section contains a variety of fillable field types that you can add to your document.
3. Drag and drop fields onto the document: Select the desired field type from the "Standard Fields" section and drag it onto the appropriate location on the document. Position the field precisely where you want recipients to enter information.
4. Common field types:
   • Signature: Used for collecting electronic signatures.
   • Initial: Used for collecting initials on specific sections of the document.
   • Date Signed: Automatically inserts the date when the document is signed.
   • Text: Allows recipients to enter free-form text.
   • Number: Restricts input to numeric values.
   • Checkbox: Provides recipients with a checkbox to select an option.
   • Dropdown: Offers recipients a dropdown menu with predefined options.
   • Radio Button: Presents recipients with a set of radio buttons, allowing them to select only one option.
   • Attachment: Enables recipients to upload files as part of the document.
5. Configuring Field Properties:
   • Assign fields to specific recipients: Select each field and assign it to the appropriate recipient. This ensures that only the designated recipient can interact with the field.
   • Make fields required or optional: Mark fields as required if recipients must complete them before signing. Optional fields can be left blank if the information is not applicable.
   • Set validation rules: Set validation rules to ensure the data entered is in the correct format. For example, you can specify a date format or a number range for numeric fields.
   • Customize field appearance: Adjust the font, size, and color of the fields to match the document's design. You can also set the field's size and alignment.

E. Previewing and Saving the Template

1. Use the "Preview" function to test the template: Click the "Preview" button to see how the template will appear to recipients. Test each field to ensure it functions correctly.
2. Make any necessary adjustments: If you find any issues during the preview, return to the editor and make the necessary adjustments. This might involve repositioning fields, changing field properties, or adding new fields.
3. Save the template with a descriptive name: Once you are satisfied with the template, click the "Save" button. Enter a descriptive name that will help you easily identify the template in the future. Consider including keywords that describe the template's purpose or content.

V. Using a DocuSign Template

Once your DocuSign template is saved, using it to send documents is straightforward. First, locate your saved templates within the "Templates" section of your DocuSign account. The descriptive name you chose during saving will help you quickly identify the correct template. This ensures you're using the correct document for each specific purpose.

To send a document using the template, select the template and click the "Use" or "Send" button. This will create a new envelope pre-populated with the template's layout and fields. You can then add recipient-specific information, such as names and email addresses, before sending the document for signing. Review all fields before sending, ensuring accuracy and completeness.

After sending the document, DocuSign allows you to track its status in real-time. You can see when each recipient has viewed, signed, or completed the document. This tracking feature provides valuable insights into the progress of your document workflow, allowing you to follow up with recipients who have not yet completed their actions. Use the tracking information to maintain efficient document processing.

VI. DocuSign Template Management

DocuSign provides tools for managing your existing templates, ensuring they remain up-to-date and relevant. Editing existing templates is simple: navigate to the "Templates" section, select the template you want to modify, and click the "Edit" button. This will open the template in the editor, allowing you to make changes to the layout, fields, and recipient roles.

Deleting templates you no longer need helps keep your DocuSign account organized. To delete a template, select it in the "Templates" section and click the "Delete" button. DocuSign will prompt you to confirm the deletion, ensuring you don't accidentally remove a template you still need. Regular template maintenance is key to efficient document management.

Sharing templates with team members can enhance collaboration and consistency within your organization. DocuSign allows you to share templates with specific users or groups, granting them access to use and modify the templates as needed. Sharing templates ensures that everyone on your team is using the same standardized documents, promoting accuracy and efficiency.

VII. Limitations of DocuSign Templates

While DocuSign templates offer numerous benefits, it's important to consider their limitations. Cost can be a significant factor, as DocuSign subscription plans can be expensive, especially for small businesses or individuals with limited document needs. The cost of the subscription should be weighed against the benefits of using DocuSign templates for document management.

For simple fillable forms, DocuSign's features might be more complex than necessary. Creating a basic form with a few text fields and checkboxes can be time-consuming within the DocuSign interface, especially compared to simpler tools designed specifically for creating basic fillable PDFs. Assess the complexity of your forms to determine if DocuSign is the most efficient solution.

New users may experience a learning curve when first using DocuSign templates. The platform's interface and features can be overwhelming for those unfamiliar with electronic signature software. Investing time in training and familiarization is essential to maximize the benefits of DocuSign templates. Consider alternative, more intuitive options if the learning curve is a barrier.

VIII. Introducing Breeze PDF as a Simple Alternative

Breeze PDF offers a streamlined, easy-to-use alternative for creating fillable PDFs, especially for users who find DocuSign too complex or expensive for basic needs. Breeze PDF focuses on simplicity and privacy, making it an excellent choice for quickly creating and managing fillable forms. Its intuitive design allows anyone to create professional-looking fillable PDFs without extensive training.

Key features of Breeze PDF that simplify the process include its drag-and-drop interface. Users can easily add text fields, checkboxes, and signature fields to their PDFs with just a few clicks. The simplified field options reduce complexity, allowing users to focus on the content of their forms rather than intricate settings. The drag and drop interface is intuitive and easy to master.

Breeze PDF also stands out by being 100% private. Your documents never leave your computer. Everything happens in your browser. You can also add images, protect PDFs with passwords, merge PDFs, and delete pages from PDFs. Breeze PDF is particularly well-suited for basic fillable form needs, such as creating simple applications, surveys, or consent forms. Its straightforward approach makes it a valuable tool for anyone seeking a quick and easy way to create fillable PDFs.

IX. How Breeze PDF Complements DocuSign (or Serves as a Replacement)

Breeze PDF and DocuSign can work together or serve as replacements depending on the specific needs of the user. Use Breeze PDF for simpler internal forms that don't require legally binding e-signatures. This can free up DocuSign resources for more critical documents. This allows you to optimize your document management workflow.

On the other hand, DocuSign is best suited for legally binding documents requiring e-signatures and advanced tracking features. Contracts, agreements, and official forms that need to be legally enforceable benefit from DocuSign's robust security and compliance measures. DocuSign's advanced features make it ideal for handling sensitive documents.

X. Conclusion

Creating fillable templates in DocuSign involves several steps, from accessing the template creation interface to adding fields and saving the template. Following these steps carefully ensures you can create efficient and consistent document workflows.

Using templates for document management offers numerous benefits, including increased efficiency, reduced errors, and improved consistency. These advantages contribute to a more professional and reliable document management process.

Breeze PDF provides a user-friendly alternative or complement to DocuSign, especially for simpler tasks. Visit breezepdf.com to explore how Breeze PDF can simplify your fillable PDF needs and keep your documents private.