Create and prepare signature templates

Before you start

Templates turn contracts, authorisations, and other repeated documents into consistent signature requests. Prepare the copy, variables, and signature areas once; authorised employees can then reuse the template from Signatures without rebuilding each document.

Only administrators can manage templates. Access to a template does not replace permission to create or view signature requests, and every request retains its own document and history.

Create a template manually

1. Open Contract templates.
2. Select Add template.
3. Enter a title that distinguishes the document and its purpose.
4. Add the content in the editor.
5. Configure the required signatures and save.

Use a separate template when the terms, signers, or legal copy change. A name such as "Image consent · EN · 2026" is easier to maintain than "New document".

Analyse a PDF or image

If you already have a designed document, open Add template automatically and upload a PDF, PNG, JPEG, or WebP file. Talento analyses the file and prepares an editable draft.

Analysis speeds up transcription, but it does not validate legal content or guarantee that every field was interpreted correctly. Review the copy, variables, dates, and signature areas before publishing.

!Warning

Upload only documents the company is authorised to process. Avoid using a signed contract or file containing real personal data as the source when an anonymised copy is sufficient.

Add variables and fillable fields

Insert variables in braces within the content. Talento automatically recognises these common variables:

• {day}, {month}, {year}, and {full_date} for the date;
• {receiver_name} and {receiver_id} for the recipient;
• {sender_name} and {sender_id} for the sender.

You can also enter your own variable, such as {workplace} or {agreed_amount}. Talento turns it into a field completed when preparing the request.

Use clear names without real data inside the braces, and check that each variable appears in the right place. If you change or remove one, review the entire document again.

Configure one or two signatures

At the bottom of the template, choose the structure:

• One signature: only the recipient signs.
• Two signatures: the sender and recipient both sign.

Write clear titles for each area, such as "For the company" and "Employee". The choice determines who must sign the request; do not use two signatures when one is unnecessary.

Check a template before use

Before making it available to the team:

1. check the title, copy, dates, and legal references;
2. find every expression in braces and confirm that it is an intentional variable;
3. confirm whether one or two signatures apply and review their titles;
4. save it as a draft first when another person needs to validate it;
5. create a test request with non-sensitive data for critical documents.

The template organises the technical workflow but does not replace any legal or employment review required for the content.

Result

You can check the result on the settings page, in the relevant list, or in the status described in the steps above.

Common problems

If an option is missing, check the active module, the specific permission, and the record scope. If the settings are correct and the problem continues, keep the message shown and contact support.