As a DocuSign administrator, you can efficiently manage your users and templates within DocuSign, and also seamlessly handle your DocuSign templates through Talos.
This dual capability grants you full control over your DocuSign account, allowing you to determine user access for each template and to create or modify templates as needed.
Information: If you do not have Docusign Administration this means that you do not manage your own Docusign contracts and Users. The Support Team will do this on your behalf. You will need to raise a ticket with our Support team who will be able to schedule this in for you. Alternatively we can arrange training so that you are able to manage this going forward.
DocuSign Administration
Creating New User Accounts
To create a new user account on DocuSign, which allows users to send envelope to internal signatories and candidates, please see DocuSign's guide on 'Add Users to Accounts'.
Managing Templates
To streamline your document workflows in DocuSign, you can create and edit templates, standardised documents that can be reused and sent to both internal stakeholders and external candidates for signature.
Using templates helps you avoid repetitive setup, ensures consistency, and saves time by automating the preparation process.
DocuSign offers different tools for preparing and managing templates, including Document Generation and Classic Editor. When you're preparing templates in DocuSign, you'll typically use one of the two tools.
Document Generation – ideal for creating personalised documents like contracts or offer letters.
Classic Editor – great for placing signatures and fields on existing documents like new starter forms and documents to obtain data from candidates.
The below will walk you through what each tool does, when to use them, and how to get started.
What is Document Generation?
Document Generation lets you automatically create clean, professional looking documents that adjust based on the information provided.
You can populate documents using:
Inputs collected through your Talos ATS
Candidate specific details like name, role, salary or start date and much more
Business logic to include or exclude a clause based on location, contract type, or other criteria
This ensures every document looks polished and tailored, without manual editing, helping you deliver a consistent, branded experience to every candidate while saving valuable time.
Document Generation is perfect when you need to:
Insert specific names, terms, or clauses
Use conditional logic to show or hide sections of a document
Best For:
Contracts, offer letters, or agreements that change for each recipient
Automatically populating documents reusing templates and adjusting sections where needed.
What is the Classic Editor?
The Classic Editor is DocuSign’s standard tool for preparing documents for signature. It lets you upload an existing file (PDF, Word, etc.) and manually place fields where recipients need to sign or fill in information.
With Classic Editor, you can add:
Signatures
Text boxes
Dropdowns
Checkboxes
Dates
Best For:
Documents that don’t change frequently such as New start forms and documents where you want to obtain data from candidates
Documents and forms where you want precise control over field placement
Reusing the same document template across many envelopes
When to Use Each Tool
Scenario | Classic Editor | Document Generation |
You have a fixed document that just needs signatures | ✅ | ❌ |
You want to personalise documents based on user input when sending envelops to candidates via Talos | ❌ | ✅ |
You need exact control over where fields go | ✅ | ❌ |
You want to automate how documents are created | ❌ | ✅ |
Your documents include conditional sections or clauses | ❌ | ✅ |
You use the same template repeatedly | ✅ | ✅ (with dynamic content) |
Please see the below guides on DocuSign's website:
Within each of these guides, there are additional guides that delve in to more in-depth information for each part of managing your DocuSign templates. These can be found down the left-hand side on DocuSign's website.
Preparing Templates for Talos
Setting Signing Order
When creating your templates in DocuSign, you will have to select a set signing order which will allow you to set specific signers in Talos when the envelope is being sent.
You can do this by selecting 'Set Signing Order' in the add recipients section of the template builder in DocuSign.
In the signing order, only 'Role' should be set as all other information is pulled from Talos.
Note: when creating your set signing order, one of these has to have the role set as candidate. If a candidate role has not been selected. this will not link to the candidate in Talos.
Using Data Labels
When creating your templates, if you have fields with candidate information that you would like to complete, you can set a data label which can be linked to Talos.
When you generate your envelope, you will see the data label which will indicate the information which is required in the field.
You can either free type a data label, or you can use one of our placeholders, which can be found in the 'DocuSign Placeholders' guide.
The placeholder will automatically populate the information into the field, as long as this has been completed in Talos.
Talos DocuSign Administration
Adding DocuSign Templates to Talos
Talos allows you to add your DocuSign templates to the ATS, where you can then send these as envelopes from the system. This keeps all information related to the candidate within one system.
Note: you will need access to the 'Integrations Management' user permission to be able to manage your DocuSign templates within Talos.
To add a new template go to Manage Esign Templates which will load Manage E-Sign Templates screen. This screen will show you all templates that have been imported, if they are enabled in Talos and which users have been assigned access.
To add a new template click on the 'Import Templates' button which will generate a list of all available templates within your DocuSign system. You can then select the template you would like to add to Talos and click on 'Import':
This will open the Import Template screen, where you see all the fields available in the template. If your data labels have been setup correctly, you should see clear text in the display name section which will help you when sending the envelope.
On the right of this screen, you will see an import option. This is where you select which fields are imported with the template. Unselect any fields you do not wish to be completed in Talos. This will include any candidate fields.
Once all relevant fields have been selected and you are happy with the setup, click on 'Process Import' which will add that template. You will need to add each template individually that needs to be available in Talos.
When a new template is added, you will need to enable this within the 'Manage ESign Templates' screen.
Managing Templates in Talos
In the Manage ESign screen, you will see a various options manage your DocuSign templates within Talos. These include:
Enabling/Disabling templates
Edit
Download
Assign users
Re-import
Delete
Enabling Templates
This is a toggle option which allows you to enable or disable the template on Talos. When a template is enabled, it will be available for all assigned users when sending a DocuSign envelope:
Editing a Template
Editing a template shows you all imported fields of the template. You can use this to check if all required fields have been imported and if any have been added in error. If any fields have been added in error, you will be able to re-import the template and make the necessary changes.
You are also able to re-order the fields by dragging and dropping the field(s) into the required order. This will update how the fields appear in the envelope preview:
Assigning Users
You can assign users to have access to DocuSign templates within Talos in two different ways.
The first way is to click on 'Assign Users' next to the template you would like to add access to and then select the relevant users from the 'Available Users' column and moving them using the left arrow to the 'Selected Users' column:
Once you are happy with the user access, click on 'Save'
The second way is to bulk assign users. This can be used if the same users are needing access to the same templates.
To bulk assign users access to templates, click on the tick-box to the left-hand side of the template name on all templates you need to grant access to:
You will then see the 'Bulk Assign' option appear next to the 'Import Templates' option in the top right-hand corner of the screen:
When the 'Assign Users' screen loads, any user who has access to any of the templates you are updating the access to, will be shown under the 'Selected Users' column, to indicate they already have access.
Select the relevant users from the 'Available Users' column and move them using the left arrow to the 'Selected Users' column to grant them access.
If all of the required users have already been assigned, click on 'Save' to update this across all selected templates.
Re-Importing Templates
This gives you the option to re-import any existing templates that have already been added to Talos. You may need to use this feature if there is an import error from the original import, or if certain changes have been made to the template in DocuSign.
To re-import a template, click on the 'Re-Import' option within the Manage ESign Templates screen, which will open the 'Re-Import Templates' screen. From here, you can update the imported fields as required.
Please see the steps to import the template here.
Note: if you have made changes to your template in DocuSign you will only need to re-import in Talos if you have made changes to:
Fields already imported into Talos
Added new fields which need to be imported in Talos
Updated the signing order
You will not need to re-import if fields have been moved in the template and the data label/meaning has not changed, or if any changes have been made to candidate fields.
FAQ