If you send out the same contract over and over, you know how annoying it is to copy, paste, and fix the same details every time. This guide is for folks who want to stop fiddling with old Word docs and start using reusable templates in Adobesign. Whether you work in HR, legal, sales, or just handle a lot of agreements, I'll walk you through making a contract template once—so you never have to reinvent the wheel again.
Let’s dig in.
Why Bother With a Template?
Before we jump in, here’s the quick and honest pitch:
- Consistency: Templates keep your contracts clean and uniform. No more “Oops, wrong logo” or “Wait, why is this clause missing?”
- Save time: Set it up once, reuse forever. Way faster than re-uploading the same file and dragging signature boxes around every single time.
- Less error-prone: Pre-filled fields and locked-down sections mean fewer mistakes.
- Easier for teams: Anyone can send a contract without asking you for the “latest version.”
Templates aren’t magic, but they’re a time-saver and a sanity-preserver.
Step 1: Get Your Contract Ready
Don’t skip this step. Garbage in, garbage out.
- Start with your final, lawyer-approved contract. If you’re still tweaking the wording, finish that first.
- Clean up formatting: Remove weird fonts, colors, or old logos. Keep it simple.
- Decide what needs to change each time. Names, dates, fees, addresses? Make a list. These will become “fields” in your template.
Pro tip: If your contract is in Word, save it as a PDF before uploading. Adobesign plays best with PDFs.
Step 2: Log In and Find the Template Tool
- Sign in to your Adobesign account (no surprise there).
- On the dashboard, look for “Manage” or “Library.” Adobe sometimes changes menu names, so if you don’t see “Library,” it might be under “Templates” or “Documents.”
- Click “Create Template” (or “Add Template”—same idea).
If you only see options to send agreements and not create templates, you might have the wrong Adobe plan. Basic users sometimes don’t get template features—Adobe loves to hide useful stuff behind paywalls.
Step 3: Upload Your Contract
- Click “Add Files” and select your contract PDF.
- Give your template a clear name. “Contract Template – v3 – FINAL” is a classic, but “2024 Sales Agreement Template” is even better.
- Optional: Add a description, so teammates know when (and when not) to use this template.
Don’t: Upload a contract with anyone’s real info filled in. You’ll just end up sending it out by accident.
Step 4: Add Fields for Signers
Now comes the real work. This is where you turn a boring PDF into a smart template.
- Drag and drop fields onto the document: signature, initials, date, name, email, text boxes, drop-downs, checkboxes, etc.
- Assign each field to the right role (Signer 1, Signer 2, etc.). Don’t just dump everything on “Recipient 1” unless you want chaos.
- For fields like “Company Name” or “Project Name,” use text fields. For things that always need to be chosen, use drop-downs or checkboxes.
What to avoid: Don’t add a field for every single bit of information. Only make fields for stuff that actually changes.
Pro tip: If you want certain fields to always be filled, mark them as “required.” Otherwise, people will skip them and you’ll get half-baked contracts.
Step 5: Lock Down What Shouldn’t Change
Templates are great—until someone edits a clause they shouldn’t touch.
- Use the template editor to lock content and fields that must stay the same.
- If your version of Adobesign supports “read-only” or “protected” fields, use them for legal language, fee structures, etc.
- Set permissions so only certain users can update the template itself.
If you skip this, expect contracts to slowly mutate. (Ask me how I know.)
Step 6: Save and Test Your Template
- Hit “Save” or “Save as Template.”
- Before using it for real, test your template. Send it to yourself (and maybe a coworker) as a signer from start to finish.
- Look for:
- Broken fields (can you type where you should?)
- Signature blocks in the right places?
- Uneditable sections actually locked?
- Any leftover personal data?
Fix mistakes now, not after a client or new hire points them out.
Step 7: Share Your Template With Your Team (Optional)
If it’s just you, skip ahead. If your team needs to use the template:
- In the template management screen, look for sharing options.
- Choose who can see and use the template—everyone, just your department, or specific people.
- Give your team a one-minute walkthrough (Slack message, quick call) so they know how to use it. Trust me, this saves headaches.
Heads up: Some Adobe plans have clunky sharing features. If all else fails, you might need to duplicate templates for different teams.
Step 8: Using the Template for New Contracts
Now the payoff.
- Choose “Start from Template” or “Use Template” when sending a new agreement.
- Fill in the variable fields (names, dates, etc.).
- Double-check the preview before sending.
- Send it off. Done.
Pro tip: If you’re sending the same contract a lot, save commonly used values as defaults—makes things even faster.
What Works Well (and What Doesn’t)
What’s great:
- Templates save a ton of time once you set them up.
- Adobesign’s drag-and-drop field tool is easy enough for non-techies.
- You can use templates for almost any document: NDAs, offer letters, sales agreements, you name it.
What’s not so great:
- Adobe’s interface changes often. Menu names move around; features get renamed.
- Some features (like advanced field logic or multi-language templates) require pricier plans.
- Collaboration tools are so-so. If you’re in a big org, expect to do some hand-holding.
What to ignore:
- Don’t bother with “power user” features unless you need them. Keep your template simple at first.
- Ignore fancy branding options until your basic template works.
Keep It Simple and Iterate
That’s it. Set up a basic template, test it, and start using it. Don’t overthink it—your first version doesn’t have to be perfect. You can always tweak and improve as you go. The real win is getting out of the contract copy-paste rut and freeing up your brain for more important stuff.
If you hit a weird Adobe bug or the feature you want isn’t there, don’t be afraid to ask support or check their help docs. But most of the time, you’ll be surprised how much you can automate once you have a solid template in place.
Now, go reclaim your time.