Signature Templates

Signature templates let you predefine exactly where signatures, initials, and date stamps appear on a document. Instead of placing signatures manually each time, you create a template once and reuse it across multiple sharing actions and workflow steps. This ensures consistency and saves time when the same document format is signed repeatedly.

Creating a Signature Template for Document Sharing

To create a signature template for use when sharing documents:

1. Navigate to the Signature Templates menu.
2. Click +Add Signature Template.
3. Enter a name for the template.
4. Select the document template to base it on. The document template must be in .pdf format.
5. Choose a Content Access group to control who can view and use this signature template.
6. Click Create.

Defining Signature Positions in a Workflow

You can attach a signature template to a workflow step so that users are required to sign at specific positions during the approval process.

Setting Up Signature Requirements

1. Open the workflow for editing.
2. Select the step where you want to require a signature.
3. Enable Require signature on approval.
4. Click the Signature template button.

Configuring the Signature

1. In the Properties panel, select the signature template to use.

2. Navigate to the Signature tab.
3. Click on the person assigned to the step.
4. Mark Require signature for that user.
5. Choose the signature type (Signature, Initials, or Date stamp).

6. Click on the document preview to set the position where the signature should appear.

Multiple Signatures Per Step

If a workflow step involves multiple users who all need to sign, you can configure signature positions for each person individually:

1. Add a sign step for each user who needs to sign.
2. Click on each user and define their signature position on the document.
3. Enable the All users must sign checkbox to ensure every assigned user provides their signature before the step can be completed.

Creating a Signature Template During Sharing

You can also create a signature template as part of the document sharing process. When configuring advanced share settings, you have the option to define signature positions directly. This approach is convenient when you need a one-off signature layout for a specific sharing action.

For details on the sharing process and its advanced settings, see Sharing Documents.

Next Steps

• eSignatures Overview -- Learn about all signature collection methods in DocQ
• eSignatures in Templates -- Add signature variables directly to document templates
• Workflows Overview -- Configure workflows that require signatures at approval steps
• Sharing Documents -- Share documents with signature requirements