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# Signature templates

If your team sends the same contract again and again — an NDA, an order form, an MSA — build it once as a **signature template**. A template is *a reusable envelope with roles instead of people*: it carries the document, the signature fields, the variables and the settings, and each time it's used you only match the roles to real people.

![The "Signature templates" library with a few templates, their meta line and Published / Draft badges](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/signature-templates-library_17p2bfl.png)

> ⚠️ Requires the **Katalyz Signature** module. See [Katalyz Signature](https://katalyz.crisp.help/en/article/katalyz-signature-1otu0vp/).

## Roles, not people

An envelope names people — *Jade Vandelook, jade@diffly.co*. A template names **roles** — *Customer signatory*, *Legal approver*, *Deal owner* — and every field you place belongs to a role. When someone uses the template, they assign a person to each role and the fields follow along.

Three kinds of role, mirroring the three recipient lists of an envelope:

| Role kind | What the person will do |
|---|---|
| **Signer** | *A placeholder that gets matched to a real person each time the template is used.* Signers place fields and sign. |
| **Approver** | *Approvers acknowledge the envelope without placing signature fields.* |
| **Follower** | *Followers just receive the signed copy.* |

## The template library

On the **Signatures** page, click **Templates** (the badge shows how many you have). The **Signature templates** dialog lists every template with:

- Its name and description
- A meta line — *{n} signer roles · {n} docs · PDF/DOCX · {n} variables · used {n}×*
- A **{n} to fix** warning when something is missing
- A **Published** or **Draft** badge

Use **Search templates** to filter, **+ New template** to create one, and **Done** to close. Each row has a **⋯** menu:

| Menu item | What it does |
|---|---|
| **Edit** | Opens the template editor |
| **Duplicate** | Creates a copy you can adapt |
| **Publish** / **Unpublish** | Makes the template available in **+ New envelope** — or withdraws it. Unpublishing keeps all the work; only published templates are offered to your team. **Publish** is grayed out while the template has things to fix. |
| **Delete** | Click once to arm, then **Click again to confirm** |

The footer reminds you: *Published templates are offered when you create a New envelope.*

## Creating a template

Click **+ New template**. The editor opens with the subtitle *A reusable envelope with roles instead of people. Fill the roles in at send time.*

### Pick the document path first

Before any file is uploaded, the editor asks **What are you building this template from?** — *PDFs keep their layout. Word files carry the codes you paste into them.*

| Card | File | Steps |
|---|---|---|
| **Fixed-layout PDF** — *The page never re-flows. Fields are boxes on it.* | .pdf | Import → Place fields |
| **Write it in Word** — *Paste the codes into your own file. Never rewritten.* | .docx | Declare codes → Paste in Word → Import |

The choice sets the order of the tabs, and the upload later only accepts that file type. Which one to pick is explained in [PDF fields vs Word codes](https://katalyz.crisp.help/en/article/pdf-fields-vs-word-codes-3d5ti/).

### The tabs

| Path | Tab 1 | Tab 2 | Tab 3 |
|---|---|---|---|
| **PDF** | **Document** | **Fields & roles** | **Settings** |
| **Word** | **Variables & roles** | **Import document** | **Settings** |

Tabs unlock in order. A locked tab shows a lock icon and, on hover, why — *Continue with Next*, or the specific prerequisite:

- PDF path: **Fields & roles** needs *Import a document first*; **Settings** needs *Add a signer role first*
- Word path: **Import document** needs *Declare at least one signer role first*; **Settings** needs *Import your document first*

Until you've picked a path, everything reads *Choose how to build this template first*.

![Template editor on the PDF path — "Fields & roles" tab with role chips at the top and a signature field placed on the page](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/signature-template-fields-role_1996gck.png)

### PDF path — Document, then Fields & roles

1. **Document** — **Upload the PDF** (*Fixed layout — fields are placed on the page*). The note under the upload reminds you: *Fixed layout — drag fields onto the page; variables only fit overlay boxes.* Uploading a Word file here is refused.
2. **Fields & roles** — the same editor as an envelope, in role mode. The sidebar lists **Signer roles**, **Approver roles** and **Follower roles** with **Add signer role** / **Add approver role** / **Add follower role** buttons, and a **Signer fields** palette (Signature, Initials, Date, Text, Annotation) you drag onto the page. Each field belongs to the selected role. As the sidebar puts it: *Roles are placeholders. Whoever uses this template matches each one to a real person — the fields you place here follow along.*

### Word path — Variables & roles, then Import document

1. **Variables & roles** — declare the signer roles and the variables your document refers to. Each one gets a **code** — an anchor like `[[sig_c92fbbdf]]` for a signer role, or a merge key like `{{account.name}}` for a variable — with a copy button. Anchor identifiers are generated, so always copy them from the screen rather than typing them by hand.
2. Type those codes into your document in Word.
3. **Import document** — **Upload the Word file** (*Reflowable — variables merge into the text*). The panel re-checks every code against the file and marks it **✓ in document** or **not typed yet**. A PDF is refused: *"{file} is a PDF. This template is set up for a Word file, so its variables merge into the text."*

The full authoring checklist and round-trip are in [PDF fields vs Word codes](https://katalyz.crisp.help/en/article/pdf-fields-vs-word-codes-3d5ti/).

## Adding a role

**Add signer role** (or approver / follower) opens a small dialog:

- **Role name** — e.g. *Customer signatory*. Suggestion chips fill it in one click: *Customer signatory*, *Katalyz signatory*, *Counterparty signatory*, *Account executive* for signers; *Legal approver*, *Finance approver*, *Manager approval* for approvers; *Customer finance*, *Deal owner*, *Legal (copy)* for followers. Two roles can't share a name.
- **Pre-fill from** — who Katalyz should suggest for this role when the template is used:

  | Option | Who is suggested |
  |---|---|
  | **Ask every time** | Nobody — the sender picks |
  | **Whoever sends it** | The person creating the envelope |
  | **Room owner** | The owner of the linked room |
  | **Deal owner (CRM)** | The owner of the linked CRM deal |

  *A suggestion only — whoever uses the template can always override it.*
- **Guidance (optional)** — a hint for the person filling the template in, e.g. *Must be an authorised signatory*
- **Required** — on by default for signers and approvers. *Optional roles can be left empty — their fields are dropped from the envelope.*

Click **Add role**. Each role also carries an authentication method, like a recipient in an envelope.

## Variables

Variables are the merge codes the document can refer to. Each has a **source** that tells Katalyz where the value comes from at send time:

| Source | Examples | Filled in |
|---|---|---|
| **CRM · Account** | `{{account.name}}`, `{{account.legal_name}}`, `{{account.address}}`, `{{account.vat_number}}` | Automatically, from the linked account |
| **CRM · Deal** | `{{deal.name}}`, `{{deal.value}}`, `{{deal.close_date}}`, `{{deal.owner}}` | Automatically, from the linked deal |
| **Room** | `{{room.name}}`, `{{room.url}}` | Automatically, from the linked room |
| **Your org** | `{{org.legal_entity}}`, `{{org.address}}` | Automatically, from your workspace |
| **Role** | `{{signer.name}}`, `{{signer.email}}`, `{{signer.title}}` | Automatically, from the person assigned to the role |
| **System** | `{{today}}` | Automatically |
| **Custom field** | Any org custom field, e.g. `{{contractLength}}` | **Typed by the sender** when the template is used |

Native variables (every source except Custom field) are always available — nothing to declare. Custom fields come from your org's custom-field catalog and are added to a template from the **Data fields** picker (Word path) or the variables list. They are the only variables the sender has to type.

## Settings and publishing

The **Settings** tab holds:

- **Name** (e.g. *Mutual NDA*) and **Description** (*What this template is for, and when to use it*)
- **Default message to recipients** — may contain variables, e.g. *Hi {{signer.name}}, please review and sign…*
- **Deadline (days after send)** — relative, so every envelope gets its own absolute date; leave empty for **No deadline**
- **Automatic reminders** (*Carried into every envelope made from this template*) with **First reminder (days)** and **Repeat every (days)**
- A summary: Documents · Signer roles · Fields · Variables · Times used

The footer always tells you where you stand: *{n} things to fix before publishing* — the first issue is a link to the tab that fixes it — or **Ready to publish**. Typical issues: *Give the template a name*, *Add at least one document* / *Import the document you wrote*, *Define at least one signer role*, *{role} has no signature field*, *Type {role}'s signature code into the document*, *{variable}'s code isn't in the document yet*.

**Save & close** keeps a draft at any point. On the Settings tab, **Publish template** becomes available once there is nothing left to fix. Only two statuses exist — **Draft** and **Published** — and envelopes already created from a template are never affected by later edits, unpublishing or deletion.

## Using a template

1. On the **Signatures** page, click **+ New envelope**. The **New envelope** dialog — *Start from scratch, or from a template — its roles, fields and variables come with it* — shows a **Start from scratch** card (*An empty envelope — add your own documents, signers and fields.*) and, under **Or start from a template**, your published templates with a *{n} published* count. If there are none: *No published templates yet — create one from the Templates tab.*
2. Pick a template. The dialog becomes **Use "{template}"** — *Match each role to a person and fill in what the documents need.*

!["Use 'Mutual NDA'" step with Associate chips, the Roles list and the Variables section](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/use-template-step_sxkm47.png)

3. Fill the four sections:

| Section | What you do |
|---|---|
| **Associate** | Chips **Link to room**, **Link to deal**, **Link to account** or **No link**, then pick the record. *The link is what lets roles and CRM variables pre-fill themselves.* |
| **Roles ({n})** | One row per role with its kind badge, an *optional* tag where relevant, and either the suggested person or *Suggested from: {source}*. **Assign** opens the same picker as an envelope (Room / CRM tabs, or type an email); **Change** swaps them. Optional roles can be **Skip**ped — the row reads *Skipped — its fields are dropped* — and **Include**d again. |
| **Variables ({n})** | Auto-resolved variables are listed read-only with their value and source. Custom-field variables (and anything the link couldn't resolve) appear as inputs, with the sample value as placeholder. |
| **Envelope** | A **Title** (defaults to *{template} — {account}*) and a summary: *{n} documents · {n} fields · {n}-day deadline or no deadline · sequential/parallel signing*. |

4. While something is missing, a chip in the footer names it — *Customer signatory needs a person*, *{variable} is required* (+ *n more*). When it's clear, click **Create draft envelope**.

The envelope opens in the regular editor as a **Draft**, so you can still tweak fields, recipients and settings before **Send for Signature**. Inside a room, the widget's **Setup Envelope** flow doesn't go through the template picker — use the Signatures page and **Link to room** instead.

## Related articles
- [PDF fields vs Word codes](https://katalyz.crisp.help/en/article/pdf-fields-vs-word-codes-3d5ti/)
- [Adding a signature block to a room](https://katalyz.crisp.help/en/article/adding-a-signature-block-to-a-room-u85qg0/)
- [Tracking signature status](https://katalyz.crisp.help/en/article/tracking-signature-status-rzacwr/)
- [Katalyz Signature](https://katalyz.crisp.help/en/article/katalyz-signature-1otu0vp/)