As a DocuSign administrator, you can create reusable templates to collect information from candidates, such as new starter forms.
You can also use this approach if your DocuSign account does not have the Document Generation (DocGen) feature enabled for building templates.
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.
Once setup templates, you can import these templates into Talos and be reused and sent to both internal stakeholders and external candidates for signature.
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 building new starter form templates using the classic.
New Starter From Video Guide
Step by Step Process
Step by Step Process
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., “New Starter 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. You do not need to fill out the name or email at this point so they can be left empty.
Step 4: Add Fields to the Document
This is where you make your form interactive:
Click on a recipient role to assign fields. This way you can set which fields belong to which user i.e if you add candidates fields, when the envelope reaches the candidate, they will be asked to fill these fields in.
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.
To configure conditional display logic for an additional input field based on a Yes/No selection, here is an example:
Create a dropdown field with the following options:
Yes
No
Create a free text box field intended to capture additional details.
Select the dropdown field and navigate to the right-hand configuration panel.
Open Conditional Fields and select Create Rule.
Define the condition:
Trigger Field: Select the dropdown field
Trigger Value: Set to “Yes”
Define the action:
Target Field: Select the free text input field to be displayed when the condition is met.
Save and apply the rule.
Result: The free text input field will be dynamically displayed only when users select Yes from the dropdown.
Step 7: Share and Use Templates
Once you have saved and closed the templates, you can 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”).