Create reusable eSignature templates for frequently sent documents or document packages to streamline your signing process. Templates are easy to create, can be updated at any time, and help you quickly send commonly requested forms with just a few clicks.
To create an eSignature template, navigate to Settings | eSignature Templates
Build out templates for the most commonly requested forms, so when you are ready, you can choose a template and it send away!
To get started, upload the document you would like to use as your template. If your template includes multiple documents, combine them into a single file before uploading.
Next, enter a Template Name, optionally provide a Description, and configure the Signing Roles for the template before continuing with the remaining setup.
Signing Roles
By default, the first signing role is configured as the Candidate and is associated with the Contact Record in Crelate using the Contact's Primary Email. You can modify the default signer or add additional signers to meet your signing workflow.
To add another signer, select the + icon.
A new signing role will be added with a default name, such as Signer #2, which you can rename to better reflect the signer's role in the process.
After adding the signer, use the available dropdown options to specify how the signer should be designated, whether by selecting a Contact, user, role, or a specific email address.
The following signer options are available:
Contact – Assigns the Contact associated with the eSignature request as the signer.
Opportunity – Allows you to select a Contact associated with the linked Opportunity, such as the Recruiter, Hiring Manager, or another related Contact.
Sending User – Assigns the user who initiates the eSignature request as the signer.
Select Specific Person – Allows you to select a specific user or Contact from your Crelate database to act as the signer.
Select Role – Assigns a specific User Role as the signer, allowing any user with that role to sign the document. Regardless of the selected role, users with Admin permissions will also have access to sign.
Specific Email – Allows you to specify an email address for a signer who is not associated with a user account or Contact record in your Crelate database.
Fields
To add a field to your template, select one of the Suggested Fields displayed at the bottom of the editor, or choose a field type from the options in the upper-right corner, including Text, Checkbox, Signature, and Date.
Suggested Fields
You can select from the Suggested Field options, which will automatically create the appropriate field based on the matching criteria from the pre-populated field title.
The Suggested Fields available will include:
Signatures
Signature
Initials
Text
Full Name
First Name
Last Name
Middle Initial
Email Address
Phone Number
Street Address
City
State
Zip Code
Job Title
Company
You will also have additional field selections available in the top-right corner of the editor for Text, Checkbox, Signature, and Date (left to right).
Text Fields
Text fields allow signers to enter free-form information and can be labeled to clearly indicate what information should be provided. They also support Autofill, enabling you to automatically populate the field with data from an existing Contact, Opportunity, Company, or Placement record before the document is sent for signature.
Note: Text fields automatically adjust to accommodate longer responses, helping maintain the appearance and readability of completed documents. When text exceeds the available space, the font size will shrink as needed, the text will wrap and scroll when additional space is required, and characters and words will remain fully visible instead of being cut off. Check out our article here for more details on this improved functionality of the text fields: Crelate E-Signature Updates - July 2026 (Part 2)
Once you select your field type, you can can reposition the field by dragging and dropping it anywhere on the document, and resize it by dragging the handles around the field to adjust its height and width.
You can also configure each field by editing its Field Name, Assigned Signing Role, Validation Rule, Autofill settings (for text fields), and whether the field is Required.
Field Name – Enter a custom name to change how the field is displayed within the template.
Assigned Signing Role – Select the signer who should complete the field from the available signing roles configured for the template.
Validation Rule – Specify the required format for the field, such as an email address, number, or other supported validation type, to help ensure the information is entered correctly.
Autofill (Text fields only) – Automatically populate a text field with information from an associated Contact, Opportunity, Company, or Placement record before the eSignature request is sent.
Required – Designate whether the field must be completed before the assigned signer can finish their portion of the signing process. Signature fields are marked as Required by default. If a signature should be optional, simply clear the Required checkbox.
Note: After a field has been added to the template, its Field Type cannot be changed. To use a different field type, remove the existing field and add a new field with the desired Field Type.
Within the Email section, you can customize the notification email that accompanies the eSignature request, including the Subject, Message, and CC Recipients.
CC recipients will receive email notifications when the eSignature request is sent, including the candidate's name and the associated signing roles. They will also receive a follow-up notification once all parties have completed the signing process.
For more information about these notification enhancements, see Crelate E-Signature Updates - July 2026 (Part 1)
Once you have configured your signing roles, added the appropriate fields, and customized the email notification, select Save to create your eSignature template. The template will then be available to use when creating future eSignature requests.
Send eSignature Request with Template
To send an eSignature request using a template, simply navigate to a Contact Record and select Send E-Signature Request.
You can then select the option to Use a Template, where you can use the magnifying glass to select your template. Within the selection window, you will then see the eSignature templates you created available for selection.
What's Next?
With your eSignature templates created, you can now quickly request signatures at the click of a button!