How to Make And Send Docusign Templates In 2024

Table Of Contents

1. Introduction
2. Understand Docusign Templates

• Static Templates
• Standard Templates
• PowerForms
• WebForms
• Dynamic Templates

3. Step-By-Step Guide To Create A Static Template

• Step 1: Define The Template Type
• Step 2: Create A New Template
• Step 3: Upload Your Document
• Step 4: Customize The Workflow
• Step 5: Add Fields To The Document
• Step 6: Save And Test The Template

4. Create PowerForms And WebForms

• PowerForms
• WebForms

5. Integrate Docusign With Other Applications

• CRM Systems (e.g., Salesforce)
• Cloud Storage (e.g., Google Drive, Dropbox)
• HR Software

6. Conclusion

In this guide, we will walk you through the process of how to make Docusign templates from scratch, ensuring you can streamline your document workflows effectively in 2024.

Understand Docusign Templates

Before diving into how to make Docusign templates, it’s important to understand the types of templates Docusign offers. Docusign templates are categorized into two main types: static and dynamic templates. Each type serves different purposes based on the nature of the document and the workflow you are aiming to automate.

1. Static Templates

These are used for documents that have a fixed structure, such as forms. They are further divided into three categories:

1. Standard Templates: These are used when you want to send a document to someone directlyThese are used on documents that look like forms, rather than letters. The location of the information that needs to be completed is locked. Like this W9 form:

For Example no matter whether you send this W9 to 1 or 10 people, the layout and the structure of the form will never change. The information that will get entered in the form will, but not the layout of the form itself

1. PowerForms: Powerforms are built on top of standard templates. PowerForms allow signers to access the document through a link. This is particularly useful in situations where a self-service form makes sense. This way, the sender doesn’t need to send the form to signers each time, which provides a better experience because the signer doesn’t have to wait for the sender to send them the document. Typically, Powerforms links are embedded on websites or they can also be sent to signers via email or any other communication channel. PowerForms allow recipients to provide their name and emails as well as anyone else who might need to sign the document. Here’s an example of a PowerForm landing page:
2. WebForms: These templates are also built on top of standard templates. They’re designed for mobile devices, providing a user-friendly interface for filling out forms on small screens. WebForms ensure that your recipients can easily complete forms on their smartphones or tablets, enhancing accessibility and convenience. Here’s what completing a W9 form would look like using a WebForm vs the default Docusign signing experience.

2. Dynamic Templates

With dynamic document structures like this offer letter, the location of signer-specific information (name, address, location, position title, start date, and manager’s name) will vary from candidate to candidate. These are called variables.

So, for example, if the position title is “sales representative”, that’s 20 characters

But if the position is “account manager”, that would be 15 characters. 

This means that we will need more or less empty space between the words that’s before and after the variable. This creates a cascade of problems:

1. In certain situations, this will cause the text to go to the next line.
2. When the text goes to the next line, it pushes the signature area further down
3. This might cause text to overflow on the following page
4. This means the location of the Docusign signature fields will also need to get pushed down.

And so this is why you need a dynamic template for dynamic documents.

Step-By-Step Guide To Create A Static Template

Step 1: Define The Template Type

Determine the type of template you need based on your document's structure. For this guide, we will focus on creating a static template.

Step 2: Create A New Template

1. Navigate to the Templates Tab: Log into your Docusign account and go to the templates section.
2. Click on “Create a New Template”: Start the creation process by clicking the button to create a new template.
3. Name Your Template: Give your template a descriptive name. For example, if you are creating a bank information form, you might name it "Bank Form".

Step 3: Upload Your Document

1. Upload the Document: Click on the option to upload your document and select the file from your computer
2. Add Recipients: Instead of specifying individual names and emails, use roles. For instance, use "Candidate" for a form that will be filled out by job applicants. This ensures that the template can be reused with different recipients while maintaining the same structure.

Step 4: Customize The Workflow

1. Set Signing Order: Define the order in which recipients will sign the document. Typically, the candidate signs first, followed by any internal reviewers or approvers. Setting a clear signing order helps streamline the process and ensures that each recipient knows when it is their turn to sign 
2. Automate Email Reminders: Turn on automated reminders to prompt recipients to sign the document. You can customize the frequency and delay of these reminders to ensure timely completion of the signing process.

Step 5: Add Fields To The Document

1. Drag and Drop Fields: Use the drag-and-drop interface to add fields for the recipient to fill out, such as name, address, and signature. The intuitive interface makes it easy to place fields exactly where they are needed. 
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2. Customize Field Properties: For each field, specify properties like validation rules (e.g., making sure a ZIP code has five digits) and whether it’s required. Customizing these properties ensures that the information collected is accurate and complete.
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Step 6: Save And Test The Template

1. Save the Template: Once you have added all necessary fields, save your template.
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2. Test the Template: Send a test document to yourself to ensure everything is working correctly. This helps you catch any issues before using the template in a real-world scenario. Testing is a crucial step to verify that the template functions as expected and that all fields are correctly placed.

Create PowerForms And WebForms

PowerForms: PowerForms are a great way to let recipients access and sign documents without you having to send them manually. Here’s how to create one:

1. Create a PowerForm Template: Follow the same steps as creating a standard template, but  
2. Generate a Link: After saving the template, Docusign will provide a link to the PowerForm.
3. Share the Link: Embed the link on your website or share it via email. Recipients can access the form through this link, fill it out, and sign it.

WebForms: WebForms are optimized for mobile devices, ensuring that complex forms are easy to complete on smaller screens.

1. Create a WebForm Template: Start by selecting "WebForm" as the template type.
2. Design for Mobile: Pay special attention to the layout and ensure fields are easily fillable on mobile devices. This ensures a smooth user experience for recipients filling out the form on their smartphones. 

1. Preview on Mobile: Use the mobile preview feature to see how your form will look and function on a smartphone or tablet.

Integrate Docusign Templates WIth Other Applications

Docusign templates can be integrated with various applications to further streamline your workflows. This means that instead of filling out your templates by hand, you’ll be able to click a button and have your envelopes sent out without any manual work! Some popular integrations include:

• CRM Systems (e.g., Salesforce): Automatically send documents for signature based on actions in your CRM. This integration can save time and reduce errors by ensuring that documents are sent at the right time.

• Cloud Storage (e.g., Google Drive, Dropbox): Save signed documents directly to your cloud storage for easy access and organization. This ensures that all your signed documents are stored securely and can be accessed from anywhere.

• HR Software: Automate the collection of signed documents during the onboarding process. Integrating Docusign with HR software can streamline the onboarding process, ensuring that all necessary documents are signed and stored efficiently.

Conclusion

Building and sending Docusign templates is a powerful way to streamline your document workflows and increase efficiency. By following this step-by-step guide, you can create static, PowerForm, and WebForm templates tailored to your specific needs. Stay updated with the latest features and best practices to maximize the benefits of using Docusign in 2024 and beyond.

For more in-depth tutorials and personalized assistance, consider reaching out to our Docusign experts or book a strategy session with our automation consultants for help with Docusign implementation. Happy templating!

By taking advantage of the extensive features and best practices outlined in this guide, you can ensure that your organization's document management is both efficient and secure, keeping you ahead in a competitive business landscape. 

Ready to automate your document workflows and save time? Book a complimentary implementation strategy session with our team today and start working more efficiently.