Template roles and fields

A template has roles where a document has people. You name a role once when you create the template, such as Client or Manager, place fields against it, and whoever sends the template later types in the real name and email for that role.

Who can do this

The person who created the template, a manager over their team, or a workspace admin. Roles and fields can only be changed while the template is a draft.

Name the template roles

Roles are asked for when you create the template, and can be changed afterwards from the editor.

1. Open the draft template and click the pencil in the header, labelled Edit template settings.

2. Type a name in each role row. Keep it generic, and never enter a real name or email address.

3. Set the type beside it. Signer fills fields and signs, CC receives a read-only copy.

4. Click Add role for another, or the bin icon to drop one. The last remaining row cannot be deleted, since a template needs at least one role.

5. Click Save.

   

Each role picks up a colour, and the header shows a running count reading, for example, 2 Roles / Placeholders. Hover it to see the names.

Place template fields and tag them to a role

The tray on the right holds the field tiles. Its header reads Add fields for with a role beside it, and whichever role is showing there owns the next field you drop.

1. Pick the role you are placing for in the Add fields for header.

2. Drag a tile onto the page, or click the tile and then click where it belongs. Every field takes the colour of its role.

3. Click a placed field to open its properties, where you can change its size, its label, whether it is required, and the role it belongs to.

4. Repeat for the next role.

   

CC roles are missing from that list on purpose. Nobody signs on a CC's behalf, so a field cannot be tagged to one. For the full list of what each tile collects, see the field types reference.

A signer role can also ask for uploads. Click the paperclip on that role's row in Template settings to set up file requests, which are copied onto the real signer every time the template is used. That part needs Growth or above.

Role and field checks before you publish

The footer names whatever is still blocking, and Save & Publish stays disabled until it is clear:

• every signer role has at least one Signature field
• no field is left unassigned
• every Dropdown and Radio field has at least one option

Fix any of those in place and the message clears on its own. Publishing itself, and who gets to see the template afterwards, is covered in publish, archive and share templates.

If something goes wrong

• "Add a signature field for: Client." That role has fields but nowhere to sign. Select the role, drag a Signature tile onto its page, and the footer clears.
• "2 fields are unassigned." Usually the leftovers of a deleted role, or of a document saved as a template with fields nobody owned. Click each one and pick an owner in its properties panel.
• A role you deleted took its fields with it. They are still on the page, only unassigned now. Reassign or delete them before publishing.
• The editor sends you back to the template page. That template is published or archived, and neither opens in the editor. Duplicate it and work on the copy.
• Save failed. The message appears above the footer and the field stays in the editor. Check your connection and make a small change to trigger another save.