Use templates when you often send documents with the same settings, such as the same signing method, notification method, deadline, messages, documents, signers, recipients of signed copy, or distribution setup.
Before you start
You need administrator access to create or edit templates in Addo Sign.
A document signing template can include settings for:
Notification method
Authentication method
Signing method
Signer’s receipt
Deadline and reminders
Messages
Documents
Signers
Recipients of signed copy
Sender distribution methods
Design
Web hooks
Some options may depend on your account setup, enabled integrations, or selected signing methods.
Create a new template
Go to Settings.
Select Templates.
Click Create New.
Enter a name in the Template name field.
Configure the template settings described in the sections below.
Click Save when the template is ready.
In Settings (⚙️) → Templates: Click Create New to start setting up a document signing template.
Template name
Enter a clear name in the Template name field.
Use a name that helps you and other administrators identify when the template should be used.
For example, the name can describe the document type, department, process, or signing flow.
Notification
Use Notification to choose how signers receive the signing request. The available options depend on your account setup. Choose the notification method that matches the signer and the document type.
Authentication
Use Authentication to choose how the signer must identify themselves before signing. Choose the authentication method based on the required security level and the purpose of the document. For example, some documents may require a stronger authentication method than others.
Signing
Use Signing to choose how the signer signs the document.
The selected signing method determines how the signer completes the signature step. Choose the method that fits your workflow, legal requirements, and signer experience.
Signer’s receipt
Use Signer’s receipt to define how the signer receives the signed documents after the transaction is completed.
Depending on your account setup, receipt options can include:
E-mail
SMS
None
If documents should be included with the receipt, make sure the selected receipt option supports access to the signed documents.
Set up the default notification, authentication, signing method, and signer’s receipt settings for transactions created from this template.
Settings
Use Settings to configure User options and Validation rules for the signing process.
User options
The template can include additional options that control how the signing flow behaves. Depending on your setup, available options can include:
Sign multiple documents with one signature: Allows signers to sign several documents with one signature.
Require authentication before download: Requires recipients to authenticate before they can download documents. This option may only be available when the required conditions are met.
Can place signature of signer in document: Allows the signer’s signature to be visually placed in the document.
Can approve all attachments at once: Allows the signer to approve all attachments in one action.
Can add witnesses: Allows witnesses to be added to transactions created from the template.
Add questions: Allows you to include questions that the signer must answer as part of the signing flow.
Validation Rules
Depending on your setup, this section can include:
Reference field required: Makes the reference field mandatory before the signer can continue.
Regular expression: Lets you define a validation rule for the signer’s input.
Error message: Lets you write the message shown to the signer if their input does not match the validation rule.
Test regular expression: Lets you test whether a sample value matches the validation rule.
Use validation rules when the signer must enter information in a specific format.
For example, you can use a regular expression to require a six-digit number.
Note: Validation rules only apply to short answer input fields.
Use Settings to add User options, make a Reference field required or add Validation rules.
Simple questions
The Simple questions section lets you collect information from recipients before they access or sign the document:
Must answer simple questions: Enable this checkbox if you want recipients to be required to answer questions before proceeding.
Questionnaire title: Provide a title for your questionnaire. This will be shown to the recipient as part of the document flow.
Add a question: Click this button to add one or more custom questions:
Using the Question Editor
The Question Editor allows you to add custom questions that recipients must answer before proceeding with the document.
This is a great way to collect additional information such as IDs, comments, or file uploads.
Available Question Types
At the top, you can choose from different question types:
Text field: Ideal for short responses like names, numbers, or single-word answers.
Text area: Use this when expecting longer input such as comments, descriptions, or feedback.
Yes/No: A simple binary choice. Perfect for confirmation questions like:
"Have you read and understood the terms?"
File upload: Allows the recipient to upload a file (e.g., ID, contract, or supporting document).
Question Text Field
Enter your question in the Question field. This is the prompt the recipient will see.
Mandatory Option
Mandatory – Yes/No: Select whether answering this question is required before the recipient can proceed.
If set to Yes, the recipient must answer to complete the process.
✅ Final Step
Click 'Save' once you are finished.
💡Tip: Use this feature to collect relevant details like a case number, date of birth, or confirmation of a statement.
E-mail contents
You can choose the Default language used in notification e-mails. You can also choose which sender details are shown, such as:
Sender name
Sender’s email
Sender’s phone number
Company name
Deadline
Only include information that is useful for the recipient. This helps keep notification e-mails clear and professional.
Use E-mail contents to configure what information is included in notification e-mails sent to recipients.
Deadline and reminders
Use Deadline and reminders to set the default deadline and reminder settings for transactions created from the template. This section can include:
Deadline: Defines when the signer must complete the signing.
Send notifications every: Defines how often reminder notifications are sent.
Final notification: Defines how many days before the expiration date the final reminder is sent.
Adjust these settings so signers receive useful reminders without being notified too often.
Use Deadline and reminders to control signing deadlines and reminder intervals.
Advanced signing flow
Use Advanced signing flow when the signing process must follow a specific order or structure. When advanced signing flow is enabled, you can configure how signers, groups, and steps are handled. This is useful when:
Several signers must sign in a specific order
A step depends on a previous step being completed
Witnesses are part of the process
Groups or signing steps need to be controlled more closely
For a detailed setup guide, use the separate article about advanced signing flow.
Use Advanced signing flow when signers must complete the process in a specific order.
Messages
Use Messages to customize the text shown to recipients during the signing process.
Template messages can include:
Invitation
Deadline and reminders
Receipt message
Signing completed page
Use messages to guide the signer, explain the purpose of the signing, or provide next steps.
Invitation message
Use the Invitation message to introduce the signing request. Keep the message short and clear.
Deadline and reminders message
Use the Deadline and reminders message to remind signers that they need to complete the signing before the deadline.
Receipt message
Use the Receipt message to explain what the recipient receives after completion.
Signing completed page
Use the Signing completed page message to thank the signer or confirm that the process is complete.
⚠️ Important: Do not include personal or sensitive information on the signing completed page, as this page is not encrypted.
Use Messages to customize invitation, reminder, receipt, and completion messages.
Files
Use Files to add the documents that should be included when the template is used.
You can add files by:
Dragging and dropping files into the upload area
Clicking the upload area and selecting files from your device
Documents added to the template are automatically included when a transaction is created from the template. Make sure the documents are complete and ready before adding them to the template.
Add the documents that should be included when the template is used.
Signers
Fixed signers are automatically added when the template is used. Use fixed signers when the same person or role must be part of every transaction created from the template.
If signers change from transaction to transaction, leave the signer fields open so they can be filled in when the transaction is created.
Use Signers to define fixed signers for the template.
Recipients of signed copy
Use Recipients of signed copy to send a copy of the signed documents to additional recipients. This can be used for internal archiving, managers, case owners, or others who need a copy of the completed documents.
When you add a recipient of signed copy, fill in the required details. Receipt options can include:
No documents: The recipient does not receive a copy of the signed documents. Use this if the recipient is added for reference purposes only.
Attach documents to email: The signed documents are attached directly to the e-mail.
Download link: The recipient receives an e-mail with a secure link to download the signed documents.
Note: You can add up to five recipients of signed copy per transaction. Click Save after adding each recipient.
Use Recipients of signed copy to send signed documents to additional recipients.
Sender distribution methods
Available options depend on the integrations enabled on your account.
For example, you may be able to return signed documents to an integration such as Google Drive, e-Boks, Shared Email, or another storage solution.
Use this section when signed documents should be delivered to a specific system, folder, or storage destination.
If the required integration is not available, review the account’s integration setup.
Use Sender distribution methods to choose how the sender receives or stores the signed documents after completion.
Data campaign settings
These messages can include:
Invitation: Used to invite recipients to participate.
Reminder: Used to follow up with recipients who have not responded.
Only use this section if your template is part of a data campaign process.
Use Data campaign settings to configure messages for data campaign workflows, if this section is available on your account.
Design
Use Design to customize the visual appearance of the signing experience for this template.
You can configure:
Company logo
Company colors
Note: You can use this option if you do not want to inherit the default design set on the account.
Avoid grey or very light colors, as they can reduce readability and make buttons, icons, or links harder to see.
Use Design to customize logo and colors for the template.
Web hooks
Use Web hooks to trigger automatic actions when selected events happen during the signing process.
Note: Web hook settings are template-specific and only apply to the template you are editing.
For each event, you can choose whether to:
Activate the web hook for the event
Inherit from account settings
Use a custom URL for this template
Available web hook triggers can include:
Completed
Expired
Rejected
Document opened
Document Completed
Transaction state changed
Redirect url
Invitation
Reminder
Bounce delivery
Cancelled
Document group rejected
Use Web hooks to trigger automatic actions when selected events happen during the signing process.
When you are done, click Save to apply the template settings.