Library templates allow users to create reusable, interactive documents. These documents can be as simple as one signature field (like a non-disclosure agreement), or highly complex forms (like tax/on-boarding documents).
Anywhere you use the same file to define an agreement, you can create a template that speeds delivery of the document to the signer, ensures consistency in the final signed contract, and passively ensures your team is always using the current document version.
Templates can be defined in two ways: Form Field Layers and Documents.
- Form Field Layers are just the fields that are applied to the uploaded file. Ideal for companies that dynamically build contracts with custom content, but in a standardized format. Just upload the file, and apply the field layer to place all fields in a few mouse clicks.
- Documents include the base file in addition to the fields. Boilerplate documents that don't have dynamic content work best here, like tax forms, applications, and non-disclosure agreements.
The user that creates the template is the owner of the object. Only the owner can edit the template, or adjust the Permission level.
Ownership of a template cannot be transferred to another user.
This article explains:
- How to create a library template in the Adobe Sign application
- How to rename a library template on the Manage page
- How to edit the template type
- How to change the access permissions of the template
Configure the Template Type:
- Reusable document - This option saves the full document, content and form fields
- Reusable form field layer - This options saves just the form field layer to be applied to a different document (different content with the same layout)
- Both - Both types of templates will be available
At any time you can change the type of template by editing the template properties.
Configure Who can use this template
This setting will grant access to the template based on the uploading user:
- Only me - This option will only make the template available to the uploading user
- Any user in my group - Setting the template at the group level will create a logical association between the template and the group the uploading user is currently part of. All members of the group will have access to the template
- Moving the user that uploaded the template to another group will not break this template - group association
- Any user in my organization - Every user in the account will have access to use the template.
In all cases, only the uploading user can edit or delete the template.
Other users can manipulate the template after it has been applied to an Agreement by selecting Preview & Add Signature Fields during the send process. This edits the properties of the template for the discrete agreement, and does not change the root template.
The Drag and Drop authoring environment opens. Drag fields from the right rail onto your document in the desired places.
All fields placed are assigned to the first recipient by default. You can change who the placed fields are assigned to by accessing the Recipients drop-down list and changing the selected recipient.
Changing the name of a template is easy and only takes a couple steps. Rename your old templates to keep up with revisions or denote defunct templates you want to hold on to.
Only the user that creates a template can make edit or delete it.
Expand the Template Properties section:
In the Template Type secion you can define the type of template
- Reusable form field layer - Contains only the fields (as a layer) which can be applied to an uploaded document
- Reusable document - Contains a document of some nature, with the field layer applied.
- It is acceptable to place no fields
The permission level of the template determines what other users in your account can access and use this template.
Expand the Template Properties section:
In the Who can use section, adjust the permission level:
- Only to me: You are the only user who can view and send this template
- Any user in my group: Any users in the same Group as you can use this template
- Any user in my organization: All users in your entire account can use this template
- Because the creator of the template is the owner, and ownership cannot be transferred to another user, it is recommended that you nominate one user as the template administrator where possible. This will greatly improve your ability to effectively maintenance the templates.
- If your template has many fields, save often! Clicking Save takes you back to the Manage page, but that's better than losing your work!
- Intelligently naming the fields on your document could help you in the long run. If you plan on exporting the data your signers entered, naming the fields can keep this information organized and makes it far more readable.