Introduction

In today’s fast-paced business environment, efficiency and streamlined processes are crucial for success. 

It’s no secret that organisations strive to significantly improve their operations in document management and signing procedures. 

Enter Adobe Sign, a cloud-based service revolutionising how businesses handle e-signatures and document workflows.

An Overview of Adobe Sign

Adobe Sign has emerged as a leading solution in the e-signature market. 

It offers a comprehensive platform for sending, securing, tracking, and managing electronic signature processes. 

It effectively replaces traditional paper and ink signatures with a fully automated electronic alternative, bringing numerous benefits to organisations of all sizes.

One of Adobe Sign’s most time-saving features is the ability to create custom e-signature templates. 

These templates arn’t just time-savers; they can reshape how businesses approach document creation and signing processes.

Benefits of E-Signature Templates

Time-Saving for Repetitive Tasks

In a world where every minute counts, the ability to quickly create professional documents and presentations without starting from scratch each time is invaluable. 

This efficiency allows teams to focus on higher-value tasks, driving productivity and innovation within the organisation.

Consistency in Document Creation

Establishing standardised formats and content can help businesses maintain a professional image throughout their communications. 

This consistency reinforces brand identity and enhances the overall quality of documents produced. 

Templates ensure that every document, whether sales contracts, non-disclosure agreements, or employee onboarding forms, adheres to the company’s standards and guidelines.

Reduced Errors in Document Preparation

Standardised templates greatly diminish the chances of omitting crucial information or making formatting mistakes. 

This accuracy is particularly important in legal and financial documents, where errors can have serious consequences. 

By minimising these risks, businesses can operate more confidently and reduce the time and resources spent correcting mistakes.

Creating Custom Templates in Adobe Sign

Method 1: During E-Signature Request

Creating a template during an e-signature request is particularly useful when working with a document you anticipate using frequently in the future. 

To create a template using this method:

1. Start an E-Signature Request: Log in to Adobe Sign and click on “Request Signatures.”
2. Upload Your Document: Select and upload the document you wish to use.
3. Add Fields to the Document: Use the drag-and-drop interface to add required fields such as signature boxes, date fields, and text input areas.
4. Save as a Template: Before sending, locate the “Save as Template” option (usually found in the settings or toolbar). Click on it.
5. Name and Save: Provide a descriptive name for the template and confirm to save it. The template will now be available in your library for future use.

This method allows you to create templates organically as part of your regular workflow. 

It’s an efficient way to build your template library over time based on documents you use in your day-to-day operations.

Method 2: Using the “Create E-Sign Template” Feature

The “Create E-Sign Template” option is ideal for creating a template from scratch or having a specific document in mind that you want to turn into a reusable template.

Here’s how to do it:

1. Access the Adobe Sign Dashboard: Log into Adobe Sign and navigate to your dashboard.
2. Select “Create a Template”: Look for the “Create a Template” button, typically located in the main menu or under the templates section.
3. Upload a Document: Click the option to upload a file and select the document you want to use as the basis for your template. Ensure the file is in a supported format (e.g., PDF).
4. Add Fields to the Template: Use the editing tools to add dynamic fields such as signature boxes, checkboxes, and text inputs. Configure each field as needed, specifying if they are required or optional.
5. Name Your Template: Provide a clear, descriptive title for your template to make it easily identifiable in your library.
6. Set Permissions: Assign access permissions for your template. Specify whether it should be available for individual use, shared within a team, or accessible to the entire organisation.
7. Save Your Template: Click “Save” to finalise and store your template in the Adobe Sign library.

Key Features of Adobe Sign Templates

Customisable Fields and Form Elements

Design templates with dynamic fields that adapt to different scenarios. 

For example, you might create a contract template with conditional clauses that appear or disappear based on specific criteria, making the template versatile enough to handle various types of agreements.

Reusable Document Options

Once you’ve created a template, you can use it as many times as needed, significantly reducing the time spent preparing documents. 

This reusability is particularly beneficial for documents that require frequent updates or customisation, such as quarterly reports or project proposals.

Template Sharing and Access Control

You can easily share templates with team members, ensuring everyone works from the same standardised documents as well as set granular permissions to control who can view, use, or edit each template. 

This level of control helps maintain document integrity and ensures that templates are used appropriately across the organisation.

Best Practices for Template Creation

Designing User-Friendly Templates

Users should create intuitive templates to fill out, with clear instructions and logical flow. 

Consider the end-user experience. 

Whether a client is signing a contract or an employee is completing an internal form, the easier the template is to use, the faster the signing process will be and the fewer errors you’ll encounter.

Ensuring Template Flexibility

While templates are designed to standardise documents, they should also be flexible enough to accommodate various scenarios. 

This might involve creating modular templates that can be easily customised for different purposes or including optional sections that can be added or removed as needed.

Maintaining Template Security and Compliance

Ensure that your templates adhere to all relevant legal and industry standards. 

Review and update them regularly to reflect changes in regulations or company policies. 

Implement security measures, such as encryption and access controls, to protect the integrity of your templates and the documents created from them.

Streamlining Business Processes with Custom Templates

Custom e-signature templates in Adobe Sign can revolutionise many business processes. Let’s explore some common document types that benefit from templating.

Examples of Business Documents Suitable for Templating

Sales Contracts: Create templates for different product lines or service tiers, allowing sales teams to generate accurate contracts quickly.

Non-Disclosure Agreements (NDAs): Develop standardised NDAs for various scenarios, such as employee, vendor, or client interactions.

Employee Onboarding Forms: Design comprehensive onboarding packets, including offer letters, tax forms, and company policy acknowledgements.

Customer Consent Forms: Craft templates for GDPR compliance, marketing permissions, or service agreements.

Project Proposals: Build flexible proposal templates that can be easily customised for different client needs or project types.

Advanced Template Techniques

Using Conditional Logic in Templates

Conditional logic allows you to create dynamic templates that adapt based on user input or predefined criteria. For example:

• In an employment contract, certain clauses appear only for full-time employees but not for contractors.
• A service agreement could include or exclude specific terms based on the selected service package.

Implementing Bulk Send Features

Adobe Sign’s bulk send feature and custom templates can dramatically accelerate processes involving multiple signers. For instance:

• HR departments can simultaneously send onboarding documents to an entire cohort of new hires.
• Sales teams can distribute updated terms of service to hundreds of clients at once.

Customizing Templates for Different Departments

While maintaining overall brand consistency, tailor templates to meet specific departmental needs:

Finance: Create templates with built-in calculation fields for invoices or expense reports.

Legal: Create templates with clause libraries for quick contract customisation.

Marketing: Create templates for campaign approvals with integrated brand guidelines.

Template Management and Maintenance

Organising and Categorizing Templates

Implement a clear organisational structure for your templates:

1. Use a consistent naming convention (e.g., “Department_DocumentType_Version”).
2. Create folders or tags to group templates by department, document type, or usage frequency.
3. Establish a system for archiving outdated templates to prevent confusion.

Updating and Version Control

Maintain the integrity and relevance of your templates with robust version control:

1. Schedule regular reviews of all templates to ensure they remain up-to-date.
2. Implement a version numbering system (e.g., v1.0, v1.1, v2.0) for easy tracking.
3. Maintain a changelog documenting modifications made to each template version.

Best Practices for Template Library Management

• Assign template ownership to specific individuals or teams responsible for maintenance.
• Create a process for requesting new templates or modifications to existing ones.
• Regularly audit template usage to identify opportunities to consolidate or retire underused templates.

Measuring the Impact of Custom Templates

Key Performance Indicators for Template Effectiveness

Time Savings: Measure the reduction in document preparation time compared to manual creation.

Error Reduction: Track the decrease in document errors or revision requests.

Completion Rate: Monitor the percentage of documents completed without delays or issues.

User Adoption: Assess the uptake of templates across different departments or teams.

Tools for Tracking Template Usage and Efficiency

Adobe Sign provides built-in analytics tools that offer valuable insights:

• Usage reports showing which templates are most frequently used.
• Completion time metrics for documents based on specific templates.
• Error or rejection rates for template-based documents.

Additionally, you could consider implementing user surveys to gather qualitative feedback on template usability and effectiveness.

Conclusion

Custom e-signature templates in Adobe Sign offer a powerful way to streamline business processes, enhance consistency, and reduce errors in document workflows. 

Organisations can significantly improve their operational efficiency and document management practices by implementing the strategies outlined in this post.

The benefits of custom templates extend beyond time savings. They provide a foundation for standardisation, compliance, and scalability in document processes across the organisation. 

We encourage all businesses to explore the potential of custom e-signature templates and start integrating them into their workflows for greater speed, accuracy, and professionalism.