Templates: write once, send many

Convert a master agreement into a reusable template — with placeholder fields, default values, and a direct signing link if you want one.

Last updated May 12, 2026

If you’re sending the same contract over and over (MSAs, NDAs, vendor agreements, partner enrolments), a template is the difference between five minutes per send and thirty seconds per send.

What a template is

A template is a saved version of a document with:

  • A PDF body that doesn’t change between sends
  • Placeholder fields with default values and recipient roles
  • A send configuration (subject line, sender, default reminders)

When you “send a template,” Pacta clones the saved template into a new envelope, attaches it to specific recipients, and sends. Everything that was generic on the template ({{customer_name}}, {{date}}, the actual signature) gets filled in at send time.

Two ways to use templates

Send-from-template (most common)

You convert a contract once, then for each new customer:

  1. Open the template
  2. Hit Send →
  3. Fill in recipient details (name, email) for each role
  4. Pacta clones the template + sends individually

Most contracts you’d send this way. Saves you from rebuilding the fields layout every time.

For really high-volume cases (e.g., partner enrolments where 500 companies need to fill out the same form), publish the template as a public direct link. Anyone with the link can:

  1. Open the public-facing version
  2. Type in their own details (auto-filling recipient fields)
  3. Sign right there

Each completed submission appears in your dashboard as a separate envelope. Useful for: partner onboarding, NDA self-serve, intake forms that need signatures.

Creating a template

From the dashboard → Templates tab → + New Template.

You upload a PDF (same as documents), then configure:

Step 1 — Add placeholder recipients

Templates use roles instead of specific names. Common patterns:

  • Buyer + Seller for purchase agreements
  • Discloser + Recipient for NDAs
  • Company + Partner for partner agreements
  • Customer + Pacta for your own customer MSAs

You name the role at template-creation time. When you send the template, Pacta asks “fill in real people for these roles.”

Step 2 — Place fields and assign to roles

Same field types as regular documents (Signature, Date, Name, Text, Checkbox). The difference: each field is bound to a role instead of a person.

You can set default values on text fields. E.g., a text field for “Initial term” might default to “12 months” — most signers don’t change it, but if they want to negotiate to 24 months they can edit the field before signing.

Step 3 — Add prefill variables

For things that should auto-populate based on context:

  • {{recipient.name}} — the person’s name as you typed it in
  • {{recipient.email}} — their email
  • {{date}} — today’s date when sent
  • {{sender.name}} — your name (or whoever sends)
  • {{sender.organisation}} — your org name

You use these inside the PDF text or in custom email messages.

Step 4 — Set send defaults

Fields you set once and forget:

  • Default subject for the signing email
  • Default message body
  • Auto-reminders schedule (every 3 days? 7?)
  • Expiration (auto-cancel if not signed in N days)
  • Sequential vs parallel signing if multiple roles

Step 5 — Visibility

Templates have three visibility levels:

  • Private — only the template creator can see + send
  • Team-only — everyone in your team can see + send (Pro+)
  • Direct link — public URL, anyone with the link can sign (Pro+)

For team workflows, set them to Team-only so newer members can send from established templates without rebuilding them.

Sending a template

The flow:

  1. Templates list → click your template → Send
  2. For each role, fill in real people (name + email)
  3. Optionally edit fields with custom values for this send (e.g., override the default “12 months” to “24 months” for this customer)
  4. Hit Send — Pacta clones + sends

The cloned envelope is now independent from the template. Edits to the template later don’t affect already-sent envelopes.

When to use templates vs documents

Use a template if:

  • You’ll send this same contract more than 3 times
  • The fields are stable (only names/dates/values change per send)
  • Multiple people on your team will send it

Send a one-off document if:

  • It’s a custom negotiation that won’t repeat
  • The PDF itself changes per recipient
  • You’re still drafting the contract language

Common gotchas

  • “My placeholder fields got swapped between roles.” When you create fields, double-check the role assignment. Color-coded outlines help — blue for role A, gold for role B, etc.
  • “Default values got applied to every recipient on a parallel send.” Defaults are template-wide, not per-recipient. If you need different values for different recipients on the same send, set them at send time, not in the template.
  • “My direct link doesn’t show the prefill panel.” Direct links ALWAYS show all signer fields — recipients fill in their own name + email at the start. If you want a more controlled experience, don’t use direct links; send manually.

Where to go next

Have a question this doc didn't answer? Email us and we'll fix it.