Creating and Using Templates in BreezeDoc

Templates let you create reusable document structures with pre-configured fields, saving time and ensuring consistency. This guide covers creating custom templates, using the template library, and managing templates effectively.

Prerequisites

  • Account: Active BreezeDoc account (any plan)
  • Templates: Unlimited on all plans (Free, Pro, Agency)
  • Document: Existing document to save as template (optional)

What Are Templates?

Templates are reusable document blueprints that include:

  • PDF Structure: The base document layout
  • Pre-positioned Fields: Signature, text, date, checkbox, initials, dropdown fields already placed
  • Field Assignments: Recipient roles and field mappings
  • Document Settings: Default names, expiration settings, passcodes (optional)

Benefits of Using Templates

  • Speed: Create documents in seconds instead of minutes
  • Consistency: Same structure and fields every time
  • Accuracy: Reduce errors from manual field placement
  • Professional: Standardized contracts and agreements
  • Scalability: Manage high document volumes efficiently

Using the Template Library

BreezeDoc provides a library of pre-built templates for common document types.

How to Browse the Template Library

  1. Go to Templates in the main navigation.
  2. Click Template Library tab.
  3. Browse available templates by category:
    • Contracts and Agreements
    • Non-Disclosure Agreements (NDAs)
    • Service Agreements
    • Employment Documents
    • Real Estate Forms
    • And more...
  4. Click on a template to preview it.

How to Use a Template from the Library

  1. Find the template you need in the Template Library.
  2. Click Preview to see the document structure and fields.
  3. Click Use Template.
  4. A new document is created based on the template.
  5. The document editor opens with all fields pre-positioned.
  6. Add recipients and assign fields to them.
  7. Customize as needed (add/remove fields, adjust positions).
  8. Send the document.

Creating Custom Templates

Create your own templates for documents you use frequently.

Method 1: Create Template from Scratch

  1. Go to Templates ➜ My Templates.
  2. Click Create Template.
  3. Upload a PDF or choose Start Blank.
  4. Add fields (Signature, Text, Date, Checkbox, Initials, Dropdown).
  5. Position and size each field.
  6. Assign fields to generic roles (e.g., "Signer 1", "Signer 2").
  7. Give your template a descriptive name.
  8. Click Save Template.

Method 2: Create Template from Existing Document

  1. Open a document you have created.
  2. Ensure all fields are positioned correctly.
  3. Go to Document Settings.
  4. Click Save as Template.
  5. Enter a template name.
  6. Click Create Template.
  7. The template is added to My Templates.

Template Naming Best Practices

  • Use clear, descriptive names (e.g., "Service Agreement - Standard")
  • Include version numbers for tracking (e.g., "NDA v2.1")
  • Add context for variations (e.g., "Contract - Remote Work", "Contract - On-Site")
  • Avoid generic names like "Template 1" or "Contract"

Managing Your Templates

Viewing Your Templates

  1. Go to Templates ➜ My Templates.
  2. See all your custom templates in a list.
  3. Each template shows:
    • Template name
    • Date created
    • Number of times used

Editing Templates

  1. Go to Templates ➜ My Templates.
  2. Find the template you want to edit.
  3. Click the Edit button or click the template name.
  4. The template editor opens.
  5. Make changes:
    • Add or remove fields
    • Reposition existing fields
    • Change template name
    • Update field settings
  6. Click Save Template.
  7. All future documents use the updated template.

Important: Editing a template does NOT affect documents already created from that template.

Deleting Templates

  1. Go to Templates ➜ My Templates.
  2. Find the template to delete.
  3. Click the Delete button (trash icon).
  4. Confirm deletion.
  5. The template is permanently removed.

Note: Deleting a template does NOT delete documents created from it.

Duplicating Templates

  1. Go to Templates ➜ My Templates.
  2. Find the template to duplicate.
  3. Click Duplicate or Clone.
  4. A copy is created with "(Copy)" appended to the name.
  5. Edit the duplicate to create a variation.

Creating Documents from Templates

Standard Template Workflow

  1. Go to Documents ➜ Create Document.
  2. Choose Use Template.
  3. Select a template from My Templates or Template Library.
  4. Click Use Template.
  5. A new document is created with all template fields in place.
  6. Add recipients:
    • Enter email addresses
    • Enter full names
    • Assign recipients to template roles
  7. Optionally customize:
    • Add or remove fields
    • Adjust field positions
    • Change document settings
  8. Send the document.

Batch Document Creation (Agency)

Create multiple documents from one template quickly:

  1. Go to Templates ➜ My Templates.
  2. Click on a template.
  3. Click Create Multiple Documents.
  4. Upload a CSV with recipient details (email, name).
  5. BreezeDoc creates one document per row in the CSV.
  6. All documents are added to your document list.
  7. Send individually or in bulk.

Team Templates (Agency Plan)

Agency plans can share templates across team members.

How to Share Templates with Team

  1. Go to Templates ➜ My Templates.
  2. Find the template to share.
  3. Click Share with Team.
  4. The template appears in Team Templates for all team members.
  5. Team members can use the template but cannot edit it (unless they have Owner or Editor role).

Team Template Permissions

  • Owner: Create, edit, delete, and share templates
  • Editor: Create, edit, and use templates
  • Viewer: Use templates only (cannot create or edit)

Template Best Practices

Field Placement Tips

  • Consistent Positioning: Place signature fields in the same location across templates
  • Clear Labels: Add text labels near fields (e.g., "Signature:", "Date:")
  • Adequate Spacing: Leave room for signatures and text entries
  • Logical Order: Arrange fields in the order recipients will complete them

Define Generic Recipient Roles

  • Use generic names like "Client", "Contractor", "Witness"
  • Assign fields to these roles in the template
  • When creating documents, map real recipients to these roles

Template Versioning

  • Create new versions when making significant changes
  • Keep old versions for reference or ongoing contracts
  • Use version numbers in template names (v1.0, v1.1, v2.0)
  • Document changes in template notes or external documentation

Troubleshooting

Issue: Cannot find my template

Fix: Check Templates ➜ My Templates. Use the search bar to find templates by name. Ensure you are logged into the correct account.

Issue: Template fields not appearing in new document

Fix: Re-edit the template and ensure fields are saved properly. Try duplicating the template and using the duplicate to create a document.

Issue: Edited template but old version still appears

Fix: Refresh your browser. Clear browser cache. Ensure you clicked Save Template after editing.

Issue: Cannot share template with team (Agency)

Fix: Verify you have an Agency plan. Check that team members have been invited and accepted invitations. Ensure you have Owner or Editor role permissions.

FAQ

Q: How many templates can I create?

A: Unlimited templates on all plans (Free, Pro, Agency).

Q: Can I edit a template after creating documents from it?

A: Yes, but editing a template only affects NEW documents. Existing documents remain unchanged.

Q: Can I export templates to share with others?

A: Currently, templates cannot be exported as files. Use team sharing on Agency plans to share within your organization.

Q: What happens to documents if I delete a template?

A: Documents created from a template remain intact even if the template is deleted.


Need more help? Contact our support team – we are here to help!

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