This article walks through how to create a new template in Aptly Sign for use with e-signature documents, including how to configure content blocks, fillable fields, and template settings.
You can access templates from:
- The main Aptly Sign (eSignature) area
- The Aptly Sign view on a board
Navigate to Templates to view all existing templates.
Create a New Template
From the main Aptly Sign area:
- Click New Template.
- Choose one of the following options:
Template Creation Options
- Upload PDF
Upload an existing PDF and overlay signature fields, merge fields, and fillable fields on top of it.
- Blank Document (HTML Template)
Create a fully custom document from scratch using content blocks.
- From Template
Add pages from an existing template. This is useful if you are building a package from previously created templates in your Aptly Sign template library.
Select your preferred option to begin.
Content Blocks
Content blocks are elements that are pre-built into the template and do not require input from the signer when the document is sent.
Below is a breakdown of each content block type:
Content Block | What It’s Used For | How to Use It |
Simple Text | Static text added directly into the template | Type text into the settings panel, adjust font size, then drag into place |
Rectangle | Visual block or shape | Resize as needed, set background color, border radius, border line, and border color |
Image | Logos or visual elements | Upload image in settings panel, position on document, set display type (cover, contain, fill), adjust border radius |
Rich Text | Advanced formatted text | Click Edit to format text, change fonts, add bullet points, links, tables, and merge fields |
Merge Field | Automatically populates data from a board | Add field name, select merge field using the selector icon, set font size and font family |
Video | Embedded instructional video | Paste a YouTube, Vimeo, or Loom URL |
Important: Merge Fields
Merge fields only populate data from the board the document is sent from.
For example:
- If sent from an Owner Leads card, only Owner Leads merge fields will populate.
- Fields from other boards (like Lease Renewals) will not populate if the document is sent from a different board.
Font family options include:
- Sans Serif
- Serif
- Cursive
- Monospace
Fillable Fields
Fillable fields require input from signers, countersigners, or recipients after the document is sent.
For all fillable fields, you must:
- Assign who completes the field
- Provide a field name
- Configure required/default settings as needed
Below is a breakdown of each fillable field type:
Fillable Field | Purpose | Key Settings |
Signature | Signature placement | Assign signer/countersigner |
Initials | Initial acknowledgment | Assign signer/countersigner |
Single Line Text | Short text response | Required toggle, default value, font size, field mapping |
Long Text | Multi-line response | Required toggle, default value, font size, field mapping |
Checkbox | Yes/No selection | Default checked/unchecked, field mapping |
Dropdown | Select from options | Add options, set default, allow multi-select, field mapping |
Date | Date entry | Required toggle, default value, auto-fill signing date option, field mapping |
Phone Number | Phone input | Required toggle, default value, field mapping |
Field Mapping
For supported fillable fields, you can map them to a board field so that completed information updates the related card.
To map a field:
- Select the board.
- Select the corresponding board field.
- Ensure field types match (e.g., checkbox to checkbox field, short text to short text field).
Make sure the field exists on the board before mapping.
Template Settings
Each template includes configurable settings. Access them at the bottom right of the template editor.
Template Configuration Options
- Template Name
- Folder Location
- Private Template Toggle
- If enabled, select which users have access.
- Document Title
- Can include merge fields to auto-populate based on the card.
- Default Expiration
- Set number of days until expiration after creation.
- Default Inbox
- Select which inbox sends the document.
- Default Message
- Pre-populates when sending the document.
- Contact Types
- Define which contacts relate to this template.
- Default Recipients
- Automatically add specific users with assigned roles.
For example, you may add a property manager as a default reviewer or countersigner for all documents created from this template.
Advanced Options
Layers
The Layers panel allows you to:
- Reorder overlapping fields
- Move elements forward or backward
- Adjust stacking order
Bulk Editing Fillable Fields
You can:
- Bulk select fillable fields
- Reassign who completes them
- Remove multiple fields at once
Best Practices
- Always assign fillable fields to the correct signer or countersigner.
- Confirm merge fields align with the board the document will be sent from.
- Use default recipients and expiration settings to streamline document sending.
- Test new templates before sending to live recipients.
Creating well-structured templates ensures a smooth signing experience, reduces manual edits, and keeps your e-signature workflow consistent and organized.