Settings — Document Templates

The Settings ▸ Document Templates page is the admin authoring surface for reusable PDF templates. Each template has a source PDF, optional {{merge_field}} tokens, and pre-placed signing fields (signature, initial, date, text) that pin to specific page coordinates.

Document templates are the building block for Envelope Templates and a one-off pick on the New Envelope wizard’s Template step.

Anatomy of the page

1. Page header

Standard PageHeader with the title Document Templates and a one-line description. The New template button sits to the right.

2. Template list

Each row carries:

• Template name (bold) and description
• Field count badges (merge tokens + pre-placed signing fields)
• Last-updated timestamp
• Row actions (Edit, Duplicate, Delete)

Click the row chevron to expand and see per-template field detail.

3. Empty state

A centered FileText icon with a “No templates yet” copy when the list is empty. The CTA opens the create flow.

4. Create / edit slide-out

A right-hand slide-out for the create and edit flows. Captures:

• Name and description
• PDF file upload
• Merge tokens (auto-detected from the PDF text layer)
• A visual editor for pre-placing signing fields

Merge tokens

Use double-curly syntax inside the source PDF text:

Re: {{matter_id}} — {{client_name}}

This document confirms ...

Date: {{date}}

Standard tokens resolve automatically:

Token	Resolved from
{{client_name}}	The envelope’s primary client
{{matter_id}}	The matter’s reference
{{date}}	Send-time date in the org’s timezone
{{org_name}}	Your tenant’s name
{{org_address}}	Your HQ address from Settings ▸ Organization

Any other {{token}} becomes a custom field the user fills in on the wizard’s review step.

Pre-placed signing fields

The visual editor lets you drag four field types onto the PDF preview:

Field	Behaviour at signing
Signature	Subject draws or types their signature
Initial	Subject types their initials (1–3 chars)
Date	Auto-stamped at signing time
Text	Free-form input

Each field captures position (page number + x/y), dimensions, and an assigned signer role. Roles are defined in the parent envelope template — common roles are Client, Counsel, Witness.

A document template with pre-placed fields means the envelope wizard loads the document with fields already in place. Users can override positions per-envelope but rarely need to.

Implementation note

The PDF is stored encrypted at rest. Field anchors are stored as percentage coordinates relative to the PDF’s intrinsic page dimensions, so the same template renders correctly across screens of different sizes.

Permissions and scope

Role	View	Create	Edit	Delete
Owner / Admin	✓	✓	✓	✓
Member	Indirect (uses templates in the wizard)	✗	✗	✗
Viewer	✗	✗	✗	✗

Audit logging

Action	Event
Create	document_template.created
Update	document_template.updated
Duplicate	document_template.duplicated
Delete	document_template.deleted

Events surface in Settings ▸ Audit Log.

Troubleshooting

Symptom	Most likely cause	Fix
Merge tokens not detected	PDF has no text layer (scanned image)	OCR the PDF before upload
Pre-placed field misaligned	Source PDF page dimensions changed	Re-upload with original dimensions
Cannot delete	Template attached to a live envelope template	Unassign from envelope template first
Field assignment lost	Signer role renamed in envelope template	Re-assign field
Save fails	Required name missing	Fill the name field

Related pages

• Settings ▸ Envelope Templates — packages document templates with recipients + defaults
• Envelopes ▸ New — picks document templates inline
• Settings ▸ Audit Log — document_template.* events