Article Structure
When creating a Form signing template, you'll access several features. For a full walkthrough, use the step-by-step guide below.
You can also use it as a reference — just scroll down and click on the specific function you want to learn more about.
Create new template
Scroll down and click ‘Create New’ in the bottom-right corner of your screen to get started.
Next, follow this step-by-step guide to understand each setting available when creating a document signing template:
Template Name
Enter a name for your template in the field labeled 'Template name.'
This helps identify and manage your template for future use.
Notification
Choose how the signer should receive notifications.
Options:
Instruction: Use the dropdown to select the preferred method of notification for signers.
Authentication
Set the level of authentication required before signing.
Options:
Instruction: Choose a method based on your security needs.
Signing
Select the method by which the signer will sign the document.
Options:
Instruction: Choose the method that best suits your workflow or legal requirements.
Signer’s Receipt
Define how the signer will receive a copy of the signed documents.
Options:
+ documents: Indicates whether signed documents are included.
Instruction: Use this to ensure signers get a receipt and/or copy of the signed files.
Additional Options
These optional checkboxes provide extra customization:
Sign multiple documents with one signature (signing key): Allows signers to sign several documents at once.
Require authentication before download: Forces recipients to authenticate before downloading documents. (Grayed out unless conditions are met)
Can place signature of signer in document: Enables visual placement of signature in the document.
Can approve all attachments at once: Allows bulk approval of attachments.
Can add witnesses: Adds witness fields to the signing flow.
Add questions: Includes custom questions for the signer to answer.
Signing Settings
The Signing Settings section allows you to configure field validation for the document signing process:
Reference field required (Toggle switch)
Enabled (blue): This makes it mandatory for the signer to complete the reference field before they can proceed with signing the document.
Disabled: The reference field is optional.
Regular expression
This field allows you to define a validation rule using a regular expression.
Regular expressions are useful when you want to enforce a specific input format (e.g., email address, phone number, specific ID format).
Example: To allow only 6-digit numbers, you might enter
^\d{6}$.
Error message
Enter a custom error message that will be shown to the user if their input does not match the validation rule you've set in the regular expression field.
This helps guide the signer on how to correct their input.
Test regular expression
This field allows you to test your regular expression live.
Enter a sample value here to check if it passes the validation rule you created.
It's useful for troubleshooting and confirming the regular expression behaves as expected.
Note
Validation rules only apply to short answer input fields.
Make sure to test your regular expressions thoroughly to ensure signers have a smooth experience.
Email contents
The Email contents section allows you to configure what information is included in the emails sent to recipients during the signing process. Follow these instructions to adjust the settings according to your preferences:
Default language
Dropdown menu: Select the default language used in the notification emails.
This ensures recipients receive communication in the selected language unless otherwise specified.
Show the following
These checkboxes control which sender details are displayed in the email content:
Sender name: Includes the name of the person initiating the signing request.
Sender's email: Displays the sender's email address in the message.
Sender's phone number: Adds the sender’s contact number for direct communication if needed.
Company name: Shows the name of the sender’s organization.
Deadline: Displays the signing deadline in the email, helping recipients track when action is required.
✅ Tip: Ensure that only relevant and necessary information is selected to maintain clarity and professionalism in your email communications.
Use these settings to personalize and enhance the clarity of your outgoing emails in Addo Sign.
Deadline and reminders
This section allows you to set default standards for how often signers are notified and the final deadline for signing the documents.
Deadline: This defines the final deadline by which the signer must complete the signing of the sent documents.
Send notifications every: Specifies the number of days between each reminder notification sent to the signer.
Final notification: Indicates how many days before the expiration date the last reminder should be sent.
✅ Tip: Adjust these intervals to ensure timely follow-up while avoiding excessive notifications.
Messages
Customizing Messages for Signers
When you send documents for digital signing, you can add custom messages to guide and inform your recipients throughout the process. The system offers four types of messages that can be configured:
Invitation
Deadline and Reminders
Receipt Message
Signing Completed Page
Invitation Message (Example)
In the example shown above, we’ve selected the Invitation Message to demonstrate how customization works.
If you would like to learn more about the other message types, click here to read our full guide on messages to signers.
Signing Completed Page
You can customize this message to thank the signer, confirm the process is complete, or provide next steps.
How to Customize the Message:
Scroll to the Signing Completed Page section in the message settings.
Use the text box to enter your own message (e.g., a thank-you note or follow-up instructions).
If needed, insert dynamic system fields (such as the recipient’s name or document title) using the 'Addo Standard parameters' dropdown.
Format your text using the built-in toolbar (bold, italic, lists, etc.).
Example:
pgsqlCopyEditThank you for signing the document. We’ve received your response and will follow up within two business days. Best regards, [Your Company Name]
Please note: For security reasons, do not include any personal or sensitive information in this message, as the page is not encrypted.
Files
Upload Documents for Signing
This is where you can add the documents you want to send for signing.
Two easy ways to upload files:
Drag and Drop
Simply drag files from an open folder or window on your computer and drop them onto the blue bar at the top of the upload area.
Click to Browse
Click the plus (+) icon in the center of the screen to open a file browser window.
From there, you can select one or more files to upload.
Once the documents have been added, you can continue to the next step and define who needs to sign.
Tip: Make sure your documents are complete and ready before uploading, as changes after sending may require a new signing request.
Note: Documents added to the template will automatically be included whenever you create a new signing request based on that template.
Additional signers
In this section, you define the fixed signers for your Forms template. These are individuals who will automatically be added each time the template is used.
Fixed Signers in a Template
Adding fixed signers follows the exact same principles as when adding signers during the regular signing process:
For more detailed instructions, please refer to this article: How to send your document for signing.
Recipients of signed copy
When setting up a Forms template in Addo Sign, you can choose to send a copy of the signed documents to additional recipients.
This may be used for internal archiving, supervisors, or anyone else who should be kept informed.
How to Add a Recipient
In the 'Recipient of signed copy' window, you need to fill in the following:
Name (required): The name of the recipient.
Email: The email address where the signed document should be sent.
Receipt: Choose how the recipient should receive the signed documents. You have three options:
Receipt Options Explained
No documents
The recipient will not receive any copy of the signed documents.
Use this if you’re adding the person for reference purposes only.
Attach documents to email
A PDF copy of the signed documents will be sent directly in the email as attachments.
This is ideal if the recipient needs easy, immediate access to the documents without logging in.
Download link
The recipient will receive an email with a secure link to download the signed documents.
This method is more secure and helps avoid email size limits.
Note: You can add up to five copy recipients per transaction. Make sure to press "Save" after adding each recipient.
Sender distribution methods
Choose How You Want to Receive Signed Documents
As the sender, you can choose how you would like the Forms to be returned to you.
In the example above, Google Drive has been selected as the return method. You can explore other available options by clicking on 'Integrations' in the menu on the left-hand side.
Customize Your Delivery Method
You have the flexibility to design your own document distribution method based on the integrations you have set up (e.g. Google Drive, Dropbox, OneDrive, etc.).
Here, you can:
View all active integrations
Enable or disable specific integrations
Choose the destination that best fits your document flow
This feature ensures that signed documents are delivered directly to the platform or storage solution that fits your workflow.
For more detailed instructions, please refer to this article: How to set up and manage integrations.
Data campaign settings
Create a Custom Message for Data Campaigns
Just like in the Messages section, you can create a custom message to be used in your data campaigns.
As shown in the examples above, the message can be sent in the form of either:
An invitation – to invite recipients to participate, or
A reminder – to follow up with those who haven’t responded yet
This allows you to tailor communication to your recipients and ensure clarity throughout the campaign process.
Design
Customize the Design of Your Forms Template
If you prefer not to use the default design set in your account settings, you have the option to apply your company’s branding — including colors and logo — to each template.
Company Logo
You can upload your company logo using one of the following methods:
Drag and drop the logo from any open window on your computer
Or simply click 'Upload' to browse and select a file from your device
Company Colors
Customize the visual experience by selecting your company’s colors:
Click on the highlighted color square to choose the color you want to apply
This color will be used for elements such as buttons, icons, and links in emails
Note: We recommend avoiding grey or very light colors, as they may negatively impact readability and the overall user experience.
Web Hooks
Automate Actions Based on Document Events
The Web Hooks settings allow you to trigger automatic actions when certain events occur during the signing process.
These settings are template-specific, meaning they only apply to the template you're currently editing.
Each event can be configured individually with the following options:
Activate – Enables the webhook for this specific event
Inherit from account settings – Uses the default configuration defined under your main account settings
You can override the inherited settings and define a custom URL to which Addo Sign will send data (like status updates) when the selected event occurs.
Available Web Hook Triggers:
Completed – Triggered when the signing process has been completed by all parties.
Expired – Triggered when the signing request expires before completion.
Rejected – Triggered when a recipient actively rejects the signing request.
Document Opened – Triggered when a recipient opens the document.
Document Signed – Triggered when a document is signed by a recipient.
Transaction State Changed – Triggered when the overall transaction status changes (e.g., from sent to signed).
Redirect URL – Defines a custom URL where the signer is redirected after completing the signing process.
Invitation – Triggered when the initial signing invitation is sent to recipients.
Reminder – Triggered when a reminder is sent to a recipient.
Bounce Delivery – Triggered if the email invitation fails to be delivered (e.g., invalid address).
Cancelled – Triggered when the signing process is manually cancelled by the sender.
Once you're done configuring your webhook settings, click 'Save' at the bottom right to apply your changes.
🔗Link a Signing Template to a Form
Once you’ve created your signing template for Forms, you can easily link it to a specific form.
🛠️How to Link the Template
Click 'Settings'. Then, in the left-hand menu, select 'Forms':
Click on the form you want to link the template to:
You’ll now be able to edit the form. In the middle of the screen, you’ll see the orange banner:
🧾Select Your Template
In the orange banner, click the dropdown menu:
Choose the template you want to link to the form. Finally, scroll to the bottom and click 'Save' to complete the linking process:
