Create and manage Dropbox Sign templates

The first time you send a document, creating the request is simple. The tenth time? Repeating the same setup over and over starts to feel like unnecessary work.

That's where templates can help.

In this module, you'll learn how to create reusable templates, streamline recurring workflows, and make sending frequently used documents faster and more consistent.

Templates vs template links

Both templates and template links help you streamline repetitive document workflows, but they serve different purposes.

Templates

Templates are best when you know exactly who needs to receive and sign the document.

Examples:

• Employment agreements

• Sales contracts

• Vendor agreements

• Internal approval forms

When sending from a template, you specify the recipient(s) for each request.

Template links

Template links create a shareable URL that anyone with the link can use to complete and sign the document.

Examples:

• Event waivers

• Registration forms

• Consent forms

• Public-facing agreements

Instead of entering recipients yourself, you share the link and allow signers to initiate the process.

Choosing the right option

• Use templates when you're sending a document to specific individuals and want to control who receives and signs it.

• Use template links when you want people to initiate the signing process themselves using a shared link.

Getting started with templates

Before creating your own template, it's worth knowing that you don't always have to start from scratch.

Dropbox Sign includes a template gallery with ready-made templates for common document types, such as NDAs, offer letters, and service agreements.

You can browse the gallery, select a template that fits your needs, and customize it before sending or saving it for future use.

To access the gallery:

1. Navigate to Templates from the left-hand menu.

2. Select Gallery.

3. Browse or search for a document type.

4. Select a template to preview it, then use it as the basis for your own.

If you'd rather build your own template, you can do that too. Let's look at how.

Creating a template

Templates allow you to build a document once and reuse it as often as needed.

To create a template:

1. Navigate to Templates from the left-hand menu.

2. Click Create template.

3. Upload your document.

4. Assign signer roles.

5. Add fields and merge fields.

6. Save the template.

You can also create a template directly from the homepage by selecting Create template.

This is often the quickest option when you're starting from a new document.

Note

Dropbox Sign supports PDF and most common document formats, including Microsoft Word (.doc and .docx). If you're uploading a Word document, it's a good idea to review the formatting before saving your template.

Placing fields

Once your document is uploaded, you'll use the template editor to place fields where signers need to take action.

Common field types include:

• Signature: where the signer adds their signature.

• Date: automatically captures the date the document is signed.

• Text: for information the signer needs to enter.

• Checkbox: for acknowledgements or selections.

• Initials: for page-by-page sign-off.

Each field is assigned to a signer role, allowing Dropbox Sign to determine who needs to complete each action.

Now it's your turn. Open the demo and discover how easy it is to create your first template in Dropbox Sign.

Understanding signer roles

Signer roles act as placeholders that can be reused every time the template is sent.

Instead of assigning a specific person, you assign a role.

Examples:

• Employee

• Manager

• Customer

• Vendor

• HR Representative

When you send the template, you'll assign actual recipients to those roles.

Common mistake: Incorrect signer roles

Templates rely on signer roles to determine who completes each field.

If a signer receives a document but cannot complete required fields, review the role assignments in your template.

Incorrect role assignments are one of the most common causes of template-related issues.

Best practice

Use clear role names that describe the signer's responsibility rather than a specific person's name.

For example:

Suppose you create a template with two roles: employee and manager. You then add a signature field and assign it to the Manager role.

When the template is used, only the person assigned to the manager role will see and complete that field. The person assigned to the employee role won't see it at all.

Fields follow roles, not people. Before saving your template, double-check that each field is assigned to the correct signer role.

Using merge fields

Merge fields allow you to customize information each time you send a template without editing the document itself.

Common examples include:

• Employee names

• Start dates

• Contract values

• Reference numbers

• Department names

When you send a template, Dropbox Sign prompts you to provide values for the merge fields you've configured.

This allows a single template to support many different use cases.

Tip

Before sending a template, make sure all required merge fields contain values.

Missing merge field information can prevent requests from being completed correctly

Sharing templates

Templates can be shared with teammates to help standardize document workflows across your organization.

From the Templates page, you can:

• Share templates with individual users.

• Share templates with teams.

• Mark templates as favorites for quick access.

Shared templates help ensure everyone is using the most current version of a document.

Note

While templates can be shared, editing permissions may be limited depending on your organization's settings and permissions.

Duplicating templates

Need a variation of an existing template without starting from scratch?

You can duplicate a template or template link and edit the copy while keeping the original unchanged. This is useful when you need similar documents for different regions, departments, customers, or contract types.

In-person signing

Template links can also support in-person signing.

This feature is useful when signers are physically present and signing on a shared device, such as:

• Reception desks

• Job fairs

• Retail locations

• Client meetings

To enable in-person signing:

1. Locate the template in your template library.

2. Open the template options menu.

3. Select In-person signing.

4. Save the configuration.

Dropbox Sign will generate a signing experience that can be completed directly on the device. Because in-person signing uses a template link, the document opens in a web browser on the shared device, allowing each signer to complete it on the spot without receiving an individual email request.

Once a signer finishes, the session ends and the device is ready for the next person.

Your template is ready. The next time an offer letter, waiver, or agreement needs to go out, most of the work is already done.