Manage Templates
How do I setup form template using workflow?
Note: Only Admin users have the privilege to create and configure document templates.
Step 1: Open Template Management
Log in to your emSigner Admin account and click the Settings tab in the top navigation bar.
Under the Document Management section, click Create and Manage Document Templates.
Step 2: Start a New Template
You'll land on the Create and Manage Document Templates page. Existing templates are organized into groupings (for example, Admin & Facilities, Finance & Accounts, Human Resources), each of which can hold multiple templates/activities.
Click the Create new template button at the top right of the page.
Step 3: Name and Save the Template
In the Create New Workflow window, enter a name in the Enter Workflow Name field (for example, "Vendor Onboarding Form") and click Save.
A Template created successfully confirmation appears. The new template is added to the list with a Not Configured status, and it also appears under Templates in the left navigation panel.
Step 4: Open the Template for Setup
Find your newly created template in the list and click Setup Template to start configuring it.
Step 5: Upload the Document
You'll be taken to a 3-step template builder: Upload Documents → Add Participants → Set Signature.
On the Upload Documents step, drag and drop your file or click Browse Files to upload it (up to 10 files, 20 MB per file, 48 MB total).
Once the document is uploaded, it appears on the right with its page count. Use the IsFlexiform toggle to mark the document as a flexiform if applicable, then click Next.
Step 6: Add Participants
On the Add Participants step, add the people who need to sign or review the document:
Click Add Signatories to add internal users, or Add external participant for signers outside your organization.
Use Search & Add participants (minimum 4 characters) to find and add people.
For each participant you add, click their name to configure their setup — select the participant, configure their signing settings/role, and set their position in the workflow order (move forward). Every participant must be configured before you can proceed. Click Next when done.
Step 7: Place Signature and Data Fields
On the Set Signature step, use the List of Signatories dropdown to select which signatory you're configuring fields for.
From the Fields and Components panel, drag the fields you need onto the document — for example, Signature, Name, Initials, Department, Designation, Mobile, Email, Date, ID Number, Textbox, Drop Down, Radio Button, Checkbox, Photo, Stamp, QR Code, or QR Disclaimer.
Repeat this for each signatory by switching between them in the dropdown.
Step 8: Configure Visual Appearance and Expiry Settings
Open Visual Appearance Settings to control which signing methods are available to signers:
Hide Font Based Signing Option
Hide Draw Option
Hide Upload Option
Hide Topaz Option
Hide My Signature (optional)
Hide For Seal
You can also set an Expiry Section with a Start Date and End Date for the template.
Click Apply and Activate to save these settings and activate the template.
Step 9: Confirm the Template Is Active
Return to Create and Manage Document Templates. Your template now shows a green Configured status, along with a Modify Template link you can use to make changes at any time.
Your template is now successfully created and activated!
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