Article Structure
When creating a secure file transfer 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.
Secure File Transfer Template
To ensure secure and consistent delivery of documents, create a secure file transfer template. This template guarantees that recipients can only access the documents by logging in through their digital mailboxes or using an approved identification method.
Additionally, it standardizes the communication, so all recipients receive the documents in the same format and with uniform messaging.
Create new
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 secure file transfer template:
Template name
Step 1: At the top of the screen, enter a 📝Template name. This helps you easily identify and reuse the template later.
Step 2: Choose Sending Options. In the 📤Sending section, you’ll configure how the documents are delivered.
Channel: Select how the document is sent (e.g., Email).
Encryption: Choose whether to send:
Send download link– Recommended for secure deliverySend files directly– Less secure, sends as an attachment
⚠️Note: Using a download link with authentication is more secure.
Step 3: Set Authentication Method. In the 🔐Authentication section, choose how recipients must verify their identity.
Example: Select MitID from the dropdown.
This ensures only🔒authorized recipients can access the documents.
Step 4: ➕Add Optional Settings
Add questions: Check this if you want to collect responses from the recipient. 📌 Please refer to the 'Simple Questions' section for more information on how to create and manage questions.
Signing Settings
The Signing Settings section allows you to configure field validation for the 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.
Simple questions
The Simple questions section lets you collect information from recipients before they access or sign the document.
Must answer simple questions:
Enable this checkbox if you want recipients to be required to answer questions before proceeding.
Questionnaire title:
Provide a title for your questionnaire. This will be shown to the recipient as part of the document flow.
Add a question: Click this button to add one or more custom questions:
📝Using the Question Editor
The Question Editor allows you to add custom questions that recipients must answer before proceeding with the document. This is a great way to collect additional information such as IDs, comments, or file uploads.
🔧Available Question Types
At the top, you can choose from different question types:
Text field: Ideal for short responses like names, numbers, or single-word answers.
Text area: Use this when expecting longer input such as comments, descriptions, or feedback.
Yes/No: A simple binary choice. Perfect for confirmation questions like:
"Have you read and understood the terms?"
File upload: Allows the recipient to upload a file (e.g., ID, contract, or supporting document).
❓Question Text Field
Enter your question in the Question field. This is the prompt the recipient will see.
🚦Mandatory Option
Mandatory – Yes/No: Select whether answering this question is required before the recipient can proceed.
If set to Yes, the recipient must answer to complete the process.
✅ Final Step
Click 'Save' once you are finished.
💡Tip: Use this feature to collect relevant details like a case number, date of birth, or confirmation of a statement.
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.
These settings help streamline the signing process and ensure signers are reminded appropriately before deadlines.
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 two types of messages that can be configured:
Invitation
Deadline and Reminders
Invitation Message (Example)
In the example shown above, we’ve selected the Invitation Message to demonstrate how customization works.
Customizing Deadline and Reminder Messages
If you would like to send a reminder to your signer about the deadline for signing the documents, you can use our Deadline and Reminder Message template. This template allows you to specify the date and time when the deadline expires, and the system will automatically send a reminder to the signer.
To learn more about this feature, please refer to our guide on using the Deadline and Reminder Message template.
⚠️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 transfer request.
⚠️Note: Documents added to the template will automatically be included whenever you create a new signing request based on that template.
Recipients
Setting up recipients is a key part of building your template. Click the '➕ Add one or more recipients' button:
When creating or editing a template in Addo Sign, you can specify who should receive and sign your documents.
Here's how to add a recipient and configure delivery and authentication options:
📝 Step-by-Step: Adding a Recipient
Fill in Recipient Details:
Name (Required): Enter the full name of the recipient.
Title (Optional): Add a title/role for context (e.g., “HR Manager”).
Email: Enter the recipient’s email address.
Optional: Check “Save recipient in address book when added” to reuse them later.
Set Sending Options:
Method: Choose how the document will be sent (e.g., Email).
Encryption: Choose between encrypted or unencrypted delivery.
File Delivery:
📎 Send download link (default)
📁 Send files directly
Set Authentication Method:
Choose how the recipient should verify their identity (e.g., MitID, SMS, None).
Other Options:
Optional: Enable “Must answer simple questions” for added verification or compliance.
Click OK:
After filling in the details, click OK to add the recipient.
🔒Tip: Use Strong Authentication
For sensitive documents, we recommend selecting MitID or SMS for recipient verification.
Design
Customize the Design of Your 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:
Expired – Triggered when the signing request expires before completion.
Transaction State Changed – Triggered when the overall transaction status changes (e.g., from sent to signed).
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.
✅ Your template is ready!
You can now send documents with pre-configured recipients, delivery settings, and authentication methods — all in just a few clicks.