Create a Document Template

Document templates let you build reusable forms that patients can fill out and sign digitally. Once a template is set up, you can send it to any patient without rebuilding the form each time.

Before you begin

Make sure to have access to the following before you start:

• The PDF or image file you want to use as the base document, such as a consent form.

Get started

Document templates are built by uploading your existing document and placing fields directly on top of it, so patients can click through and fill in the information digitally.

1. In the left sidebar, click Content.

2. Under Electronic Signatures, access Document Templates.

3. Click Create Template in the top right corner.

4. Click the New Template title at the top of the editor and type a name for your template.

5. In the upload area, click to upload or drag and drop your file. The document loads onto the canvas and is ready for editing.

6. From the Fields panel on the right, drag the field types you need onto the document. Place each field directly over the area where the patient or clinician will enter their information.

   The available field types are listed below.

   Field	Use for
   Text	Names, addresses, and written responses
   Signature	Digital signature for the patient or clinician
   Initials	Initials confirmation
   Date	Dates of birth, appointment dates, or signed dates
   Phone	Phone number entries
   Checkbox	Yes/no confirmations and consent acknowledgments
   Select	Dropdown selections
   Number	Numeric responses
   Multiple	Multiple-choice responses
   Radio	Single-selection options
   File	File attachments
   Image	Image fields
   Stamp	Stamp or seal
   Cells	Table-style data entry

7. If your document requires more than one signer, for example, a patient and a clinician, click the + icon next to First Party in the right panel and select Second Party. Switch between parties in the panel before dragging fields to assign each field to the correct signer. Fields are color-coded on the canvas so you can see at a glance which fields belong to which party. When you send the document, you will assign a real contact or staff member to each party role.

8. To rename a field, click it on the canvas and update the label in the right panel. This changes what signers see on the form; replace generic labels like "Text Field 1" with clear, specific ones.

9. Click Settings at the top of the editor to set the template visibility. Select Public to make the template available to send to patients.

10. Click Save to finish.

Share a template

You can share a template with someone by copying its link and sending it outside the platform, for example, by email or SMS. To copy the link, click the ⋮ menu next to the template in the Document Templates list and select Copy Template Link.

When the recipient opens the link, they land on a signing page where they enter their contact details to begin filling out the document.

Related articles

Now that you know how to create a document template, check these related articles to make the most out of this feature.

• Electronic Signatures in Subflow: Understand how document templates, sending, and signing fit together in the electronic signature flow.

• Upload and manage files: Learn how to add files to the Media Library, organize them into collections, and manage individual file settings.

• Create a course: Build a structured course with modules and lessons, then share it with patients or staff.

• Manage courses: Edit course content, control access, publish or unpublish a course, and copy its shareable link.