As a DocuSign administrator, you can efficiently manage your users and templates within DocuSign, and also seamlessly handle your DocuSign templates through Talos.
This capability grants you full control over your DocuSign account, allowing you to determine user access for each template, add users 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. You will need to raise a ticket with our Support team who will be able upgrade your DocuSign to create and amend 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 (DocGen) – ideal for creating personalised documents like contracts or offer letters.
Note: Your DocuSign account must have Document Generation enabled. If you purchased DocuSign via Talos, it’s already enabled. If not, you will need to contact DocuSign to enable DocGen or use the classic template builder.
Classic Editor – great for placing fields on existing documents like new starter forms and documents to obtain data from candidates.
The below will walk you through process of building offer letter and contract templates using Document Generation.
Creating Templates using Document Generation
Step by Step Process
Step by Step Process
DocuSign’s Template Assistant add-in for Word lets you turn a regular Word document into a reusable e-signature template. These templates can then be imported into Talos ATS to send personalised contracts or offer letters without manually editing each one.
This ideal for offer letters and contracts as text automatically adjusts around inserted data, keeping documents professional.
Step 1: Prepare Your Tools
Make sure you have:
Microsoft Word installed
DocuSign Template Assistant add-in installed in Word
Have you Microsoft file saved as .docx
To install the add-in:
Open Word → Click Home → Get Add-ins
Search for “DocuSign Template Assistant” → Click Add
A DocuSign Template Assistant tab will appear in Word
Download Docusign Template Assistant for Word
Tip: If you don’t see it, your IT may restrict add-ins. Check with your admin.
Step 2: Create Your Base Document
Draft your standard contract or offer letter in Microsoft Word.
Keep fixed content (company info, standard clauses) unchanged.
Use placeholders for editable fields that change per candidate.
Examples:
Format placeholders: {{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}}.”
You can add editable field using the plug in as shown below which then can be added to your template in the required area.
Step 3: Add Signatures with AutoPlace
AutoPlace automatically places signature fields so you don’t drag them manually in DocuSign.
Steps:
Type a unique tag in your MS word file in the area where signatures go:
Candidate Signature: \sig1Candidate\
HR Signature: \sig2HR\
Optional: Hide anchor text by making it white or very small (DocuSign still detects it).
💡 Tips:
Use simple, unique codes:
\sig1\,\sig2\Don't use the same unique code across multiple templates.
One code per signer
Keep a reference list so your team knows which code belongs to 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: Configure Template in DocuSign
Open the uploaded template in DocuSign (it opens automatically).
Set roles instead of names: Candidate, HR Manager.
Configure signing order as required i,e Candidate → HR. You do not need to fill out the name or email at this point so they can be left empty.
The signing order can be configured as per your company requirements, you can have multiple signers if required.
However, you will need to ensure that the signing order is consistent across all of your templates to be able to send them in one envelope via Talos.
Customise the email subject and message which will be set against the template.
Once you have set your signing order, you will need to press next on that screen.
Use the dropdown to flick between different signers to add signature and date fields for the relevant signer.
Add signature and date fields for each signer by dragging and dropping them into the relevant areas.
Save the template.
Tip: Don’t fill in names or emails in the template, these are selected when sending through Talos.
Step 6: Share and Use Templates
Once you have saved and closed the templates, you can share templates with users who will send documents via Talos.
Ensure all senders have a DocuSign account.
Import the template into Talos following the Import Templates process.
Tips & Best Practices
Keep placeholders simple:
{{CandidateName}}Maintain a checklist of variable details: name, job title, salary, start date
Test templates before sending
Save versions (e.g., Contract v2 – 2025)
Always use roles, not actual names, in templates
Following this process, HR teams can generate professional, error-free contracts and offer letters quickly and efficiently.
FAQs
How to import templates into Talos
Please use our guide here on how to import DocuSign templates in into your Talos ATS: