Templates
The contract you send every week only needs preparing once
You save the document with the signer slots and fields already in place: next time you just enter who signs and send. The email text becomes a template too, with the signer’s name and the deadline filled in automatically.
Starting over every time, slightly different every time
The same mandate, the same privacy notice, the same engagement letter: whoever sends them for signature repeats the same moves every time, drags the same fields, rewrites the same email. And after doing it again and again, sooner or later a field lands on the wrong page. With a template, the person who knows the document does the work once, and the rest of the team uses it as it is.
How it works
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Build the template
You upload the PDF, name the signer slots by role (Client, Guarantor, Legal representative) and place the fields: signature, text, date, checkboxes. Every slot has its own signature field, and you decide whether everyone signs the same document or each person gets their own copy.
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Decide who uses it
The template can be usable by the whole team or only by the people you choose. Whoever manages templates sees them all; everyone else only finds the ones meant for them, and does not risk starting from the wrong one.
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Start from the template
In “New request” kSign asks “Where do you start from?”: pick the template and the document, signers and fields are already set. Enter who signs, choose the email text and send.
Prepared once, signed every day.
What you can do
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Slots by role, not by person
The template says “Client” and “Guarantor”, not Marco Ferrari: each time you only enter the names, and the fields follow the role. Up to ten signers per template.
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Fields that fill themselves in
A text field can fill itself in at signing time with its signer’s first name, last name, email or phone: nobody types it, nobody gets it wrong. If the signer identifies with the Italian electronic ID card (CIE), it takes the verified data.
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Co-signing or individual copies, decided once
With several signers the template fixes how they sign, and nobody changes it by mistake. With a single slot, each person you add gets their own copy with the same fields: handy for having the whole staff sign the same form.
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Recognisable at a glance
Each template shows a preview of the first page with its fields, colour-coded roles, who can use it and when it was last used: you see straight away which one to keep and which one is out of date.
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Emails with the signer’s details
Subject and body of the invitation saved as templates, with placeholders for the signer’s name, document title, company name, deadline and signing link. On sending they become the real details, and the signing button is added automatically.
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One default, exceptions when needed
One text is the default and goes out on its own. For a particular request you pick another template, or write a one-off text for that time without touching the saved ones.
Frequently asked questions
If I change a template, do requests already sent change too?
No. Every request created from a template has its own copy of the document and fields: editing or deleting the template only affects future requests.
Who can create and edit templates?
Document templates are managed by people with the dedicated permission: they see them all, create them and decide for each one whether it is for the whole team or only some people. Everyone else uses the ones they see, without being able to change them. Email texts are managed by whoever administers kSign.
What format does the template document need to be in?
PDF. For a single request kSign also converts DOCX files, but in a template the fields sit on the final page and must stay exactly where you put them: that is why a PDF is needed.
Does the signer see the placeholders in the email?
No: in their place they read their own name, the document title, your company name and the deadline. If a placeholder is mistyped it stays visible as it is instead of silently disappearing: you notice on the first test, not from a client’s phone call.
Can I use a template for in-person signing too?
Yes. From “In-person signing” you pick the station, then a template or a PDF: signers and fields are already set, and the client signs in front of you on the station’s tablet or PC.
The other kSign features
Sign your company documents with kSign
Request a demo: we’ll show you how kSign makes signing fast, compliant and non-repudiable.
Alex