Signing templates

Efficient signing without legal worries — use templates

  • Predefine parameters for recurring signing processes
  • Pre-configured signature type, signatories and options like password protection
  • Eliminate the risk of users choosing an invalid signature type
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User interface of a digital signature process with selection of a form template that is deactivated due to a role conflict, multiple options for different contract types, input field for specifying the order of signatories, and selection of different signature levels from simple to qualified.

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Signing templates: Save time and avoid mistakes with predefined workflows

Signature templates increase efficiency and simplify workflows. They eliminate the need to decide between simple, advanced and qualified electronic signatures or other workflow configurations.

You can predefine signatories, customise messages and even choose whether to generate a digital twin, place the signatures on an additional page or secure the documents with a password – ensuring efficiency and consistency at every step.

Signing templates

How to create templates

Create the signing template

Administrators can create a template and assign it to specific roles (e.g. HR, sales or legal department).
User interface of a software program with an open window for creating a new template, showing input fields for the template name and a role assignment list with options such as Admin, Engineering, HR, Marketing, Management, Product, Sales, User and Work, as well as buttons for cancelling and creating the template.
Screenshot of a web application called Certifaction displaying a template called “Template name” for editing, with a left-hand navigation bar containing options such as Profile, Organisation, Users and Templates, and buttons in the main area for adding signatories, signature levels and advanced options.

Select signers & signature type

Next, you can add the signatories with their email addresses and an optional personal message. Each section can be locked if you want to ensure that the initiator cannot change it. You can then predefine the required signature standard.

Add advanced options

In the advanced options, you can choose whether you want to create a digital twin, place signatures on an additional page or protect the document with a password.
Settings for selecting the signature level with the options Simple, Advanced, Professional and Qualified, with Simple selected, and advanced options with disabled switches for verifiable printed documents, signatures on additional pages and password protection for documents.
Frequently asked questions about templates

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How to apply templates

Initiate the process

The initiator starts the signing process by adding a document as usual. At the top of the “Initiation” page, there is now a drop-down menu with the name “Template”. They can select the appropriate template there.

User interface of a digital signature platform with options for selecting a template, uploading a document named ‘documentName.pdf’, assigning a signing process, and selecting the signature level (Simple, Advanced, Professional, Qualified). A drop-down menu shows various contract templates, with one option disabled due to role configuration conflicts. Additional options include specifying the signature order, password protection for documents, and making documents verifiable when printed.
Certifaction user interface with NDA template and uploaded PDF file, input field for the signer, selection of advanced signature level, disabled by template configuration, and options for password protection

Predefined fields

The template fills in all predefined fields, such as signatory, signature standard or password protection. Depending on the configuration, the template can be edited or is locked.

FAQs

Our answers to the most frequently asked questions

Only administrators can create and manage templates. They also decide which elements in a template can be edited by initiators. Administrators also assign templates to specific roles.
Administrators determine which elements of a template can be edited by initiators. For example, the signature type can be locked, while the signatories and the personal message can still be edited. Depending on the configuration, templates can be completely locked, partially editable or completely open for changes.
Due to Certifaction’s zero-document-knowledge approach, it is not possible to add documents directly to a signature template. This ensures that documents are neither stored nor accessible, which is in line with our privacy-first technology. To optimise workflows, we recommend naming documents and signature templates according to your specific processes. This approach helps to make work more efficient while maintaining our commitment to data protection.
Signature templates are available via the WebApp. However, users only see the templates that are assigned to their respective roles. Administrators, on the other hand, can view the complete list of templates and manage them via the template management.
No, there is no limit to the number of templates that can be created.

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