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.
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 (DocGen) – 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.
Offer Letters & Contracts Templates (Using DocGen)
Offer Letters & Contracts Templates (Using DocGen)
DocuSign’s Template Assistant add-in for Word lets you turn a standard Word document into a reusable template. These templates can then be imported into your Talos ATS to send personalised contracts or offer letters for e-signature without manually adjusting each document.
This approach is ideal for Offer Letters and Contracts, as it allows dynamic templates to be created. The text automatically adjusts around the inserted data, ensuring the document remains well-formatted and professionally presented.
Note: Your DocuSign account must have the DocGen feature enabled to build these templates.
If you have a DocuSign account via Talos, DocGen is already enabled.
If you’re using your own DocuSign account, contact DocuSign to enable DocGen or use the classic template builder (see the section below).
Step 1: Prepare Your Tools
Before you start, make sure you have:
Microsoft Word installed.
DocuSign Template Assistant add-in installed in Word.
To install the add-in:
Open Word → Insert → Get Add-ins
Search for “DocuSign Template Assistant” and click Add
You’ll see a new DocuSign Template Assistant tab appear in Word
Tip: If you don’t see it, IT may have restricted add-ins. Check with your administrator.
Step 2: Create Your Base Document in Word
Draft your standard contract or offer letter as if sending it to one person.
Keep fixed content (company info, standard clauses) unchanged.
Use placeholders for dynamic fields that change per candidate.
Format:
{{PlaceholderName}}Examples:
{{CandidateName}},{{StartDate}},{{Salary}}Example sentence:
“We are pleased to offer you the role of {{JobTitle}} starting on {{StartDate}} with a salary of {{Salary}}.”
Leave space at the bottom for signatures.
Step 3: Adding Signatures with AutoPlace (Anchor Text)
AutoPlace automatically positions signature fields wherever you want, so you don’t need to drag them in DocuSign each time. To use this you will need to set the below when building the template in MS Word.
1 . Add anchor text in Word
Type a unique tag where signatures go (one per signer):
Candidate Signature: \sig1Candidate\ HR Signature: \sig2HR\
2. Optional: Hide anchor text
Make the text white or 1pt font in MS Word, DocuSign will still detect it.
Tips:
Use simple, unique codes:
\sig1,\sig2One code per signer
The unique code needs to differ in each template to prevent duplicates if more than one template is sent in the same envelope.
Keep a reference list so your team knows which code is for whom
Step 4: Turn Word File into a DocuSign Template
In Word, go to the DocuSign Template Assistant tab
Click Upload to DocuSign
Name your template clearly (e.g., Offer Letter – Standard)
Step 5: Add Roles and Configure Fields in DocuSign
Open the uploaded template in DocuSign (web), it will open automatically.
Set up roles instead of using actual names:
Example: Candidate, HR Manager
This makes the template flexible for future use
Configure signing order if needed:
Example: Candidate signs first → HR signs second
If the signing order differs for your organisation, please setup as required but insure that the candidate signing role is labeled 'Candidate'.
You don't need to add anything in the name and email sections as this is determined at the point of sending the envelope via Talos.
Example:
Customise email subject and body. This can be used to welcome the candidate and add contact details if the candidate requires assistance to help a quicker response rate.
Press next in the bottom right and here you can add signature and date fields:
Candidate → Signature & Date fields
HR → Signature field
Save the template
Step 6: Share and Use Templates
Share templates with users who will send documents via Talos.
All senders need a DocuSign account.
Guide on how to add users:
Import the template into Talos following the “Import Templates” process.
Step 7: Optional – Adding Conditional Logic
Sometimes different candidates or contracts need optional sections, like:
A bonus clause for some employees
A probation period for new hires
Relocation packages for certain roles
Instead of making separate templates, you can add conditional logic so these sections only appear when needed.
How to do it (friendly version):
Highlight the section of text you want to make optional (e.g., bonus clause).
In the DocuSign Template Assistant, look for Conditional Section or Logic options.
Set a simple rule based on a placeholder or field:
Example: Show this section only if
{{HasBonus}} = Yes
When generating the document, DocuSign checks the data:
If “Yes,” the section appears
If “No,” it disappears automatically
Tips for non-technical users:
Use conditional sections only for small optional blocks
For bigger variations, it’s often easier to maintain two separate templates
Always test your template with different options to make sure sections appear/disappear correctly
Tips & Best Practices
Keep placeholders simple:
{{CandidateName}}instead of long namesMaintain a checklist of changing details: name, job title, salary, start date, etc.
Test templates before sending to candidates
Save versions: e.g.,
Contract v2 – 2025Always use roles, not actual names, in the template
Following this process, HR teams can generate professional, error-free contracts and offer letters quickly and efficiently.
New Starter Forms Templates (Using DocuSign Classic Editor)
New Starter Forms Templates (Using DocuSign Classic Editor)
If you don’t have the DocGen feature enabled, you can still create reusable form templates directly in DocuSign using the Classic Template Editor.
This is ideal for standard forms such as new starter forms or HMRC forms where recipients fill in details and sign.
Step 1: Start a New Template
Log in to your DocuSign account.
From the top navigation, go to Templates → New → Create Template.
Give your template a clear name (e.g., “Expense Claim Form – Standard”) and add a description if needed.
Step 2: Upload Your Base Document
Upload the Word, PDF, or other file that you want to turn into a form.
Once uploaded, you’ll see a preview of the document in the editor.
Step 3: Add Recipients & Roles
In the Recipients section, add roles instead of specific names.
Example roles: Candidate, HR.
This way, the same template can be reused with different people each time.
If there’s a specific signing order (e.g., Employee first, Manager second), set the order numbers.
Step 4: Add Fields to the Document
This is where you make your form interactive:
Click on a recipient role to assign fields.
Drag and drop fields from the left-hand menu onto the document:
Text field – for free text (e.g., “Employee Name”)
Dropdown – for choosing from options (e.g., Department: HR, Finance, IT)
Date signed – auto-fills the date when signed
Checkbox – for yes/no questions or declarations
Radio buttons – for multiple-choice questions
Signature field – required for official sign-off
Resize and move fields so they fit neatly into the form.
Step 5: Configure Field Properties
Click on any field to customize:
Field name (helps you identify it later)
Validation rules (e.g., make a field required, or require numbers only)
Default values (helpful for fields like today’s date or standard terms)
Tooltips (shows guidance when someone hovers over the field)
Step 6: Add Logic (Optional)
The Classic Editor also allows for conditional fields, so your form adapts based on answers.
Example: If a recipient selects “Yes” to “Are expenses over $500?”, show a field to upload receipts.
To do this:
Select the field you want to show conditionally.
In Properties → Conditional Logic, set the rules (e.g., “Show this field if Checkbox A = Checked”).
Step 7: Share and Use Templates
Share templates with users who will send documents via Talos.
All senders need a DocuSign account.
Guide on how to add users:
Import the template into Talos following the “Import Templates” process.
Tips & Best Practices
Keep field labels short and clear so they don’t clutter the form.
Use conditional logic sparingly to keep things simple.
Save multiple versions if your form changes often (e.g., “Expense Form v2 – 2025”).
Importing Templates to Talos
Importing 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 DocuSign Documents 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.
On this screen, you can also use placeholders in the ‘Default Value’ section against your fields:
They are particularly useful as they reduce administration when sending envelopes as the system will automatically populate the information (e.g. candidate name) using the data already stored in Talos. Please click on the button below to see a full list of all available placeholders.
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.
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.
Please see the below links for more information on building templates within DocuSign:
Please view the related articles listed below for other guides on how to send envelops and how to connect your Talos account with your DocuSign account.