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For document owners

Publish and maintain templates

Control which templates are available and retire those that should no longer be used. This article is for managers working with their team or management scope.

Contents

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.

Publish a template

Select Published in the form and save. Only published templates appear when creating a new request from Signatures.

Publishing does not send a request. The person starting the signature still needs to choose the template, complete its fields, select the correct people, and review the result before sending it.

Archive a template

Edit the template, change its status to Archived, and save when it should no longer be used for new requests. Archiving prevents new selections without deleting historical signatures created from it.

Use Draft while content is in preparation and Archived once it is no longer current. Do not repurpose an obsolete template by replacing all its content if you need a clear history of the version used in each period.

Review and maintain existing templates

From Contract templates:

  • review regularly which templates remain published;
  • correct mistakes or variables before starting new requests;
  • archive replaced, duplicate, or expired versions;
  • create a new template when the change is material or requires a distinct historical version.

Changes affect future use of the template. Before editing or deleting it, check whether the team uses it in an active workflow and coordinate the change with the owners.

Result

You can check the result in the team view or in the status described in the steps above.

Common problems

If an option is missing, it may depend on your permissions, active modules, or company settings. Ask an administrator to review your access; you do not need to repeat the task or choose an option that does not fit.