Dynamic Document Signing templates start with a Word document (.docx). Add variable placeholders, conditional blocks, and signature placeholders directly in your Word document, then upload it to Fountain.
In Fountain’s template editor, map variables to applicant and Opening data, configure conditions, and set up signers. Fountain uses the template to generate a personalized document for each applicant.
You prepare the source document in Word; configuration, document generation, and signing happen in Fountain.
Starting with a PDF instead?
You can also create a fixed-layout signing template from a PDF by placing fields and merge keys on the uploaded document. PDF templates do not support the variables and conditional blocks described in this article. See Create Document Signing Templates from PDFs.
Prepare Your Word Document
Prepare a Word document (.docx) containing the text, formatting, and placeholders you want to use. Fountain reads the following patterns from your Word document after upload.
[VARIABLE_NAME] is a value Fountain fills in, such as [PAY_RATE]. You map each variable to a Fountain field after upload.
{{#BlockName}}…{{/}} wraps content that only appears when a condition you set is true.
[SIGNATURE] marks where the applicant signs.
Format Variables So Fountain Can Find Them
Write each variable in square brackets, using capital letters, and start it with a letter, such as [PAY_RATE] or [START_DATE].
After the first letter, use only capital letters, numbers and underscores, such as [PAY_RATE2].
Use at least two characters, so [A] isn’t a variable.
Use underscores instead of spaces, such as [PAY_RATE] rather than [PAY RATE].
Don’t use lowercase letters, hyphens, slashes, periods, apostrophes or accented letters. For example, [pay_rate], [Pay_Rate], [PAY-RATE] and [HOURLY RATE/SALARY] won’t be recognized.
The signature placeholder follows the same rules, so use [SIGNATURE], not [signature].
Conditional blocks work differently. {{#BlockName}}…{{/}} accepts uppercase or lowercase letters, numbers and underscores, but no spaces inside the braces.
Use square brackets only for variables. Fountain treats any text in square brackets as a variable and leaves it blank if it can’t fill it in. You won’t get a warning when you upload or send the document.
Create a Template
Follow the steps below to create a template.
Click your initials in the top right of any Fountain page, then click Company Settings.
Click Document Signing.
Click Create template.
In the Create signature template window, enter a Template name.
Under Document, drag your .docx file into the box or click browse to upload it. The file must be no larger than 10 MB. Although the upload window also accepts PDFs, upload a Word document to use the dynamic template editor described in this article.
Under Applicant message, enter a Document title and an Applicant message. Both are shown to the applicant in their portal, alongside the document they are asked to sign.
Click Continue.
▶ See how to build a template:
Need help converting your old documents to the Fountain format? Try using Cue!
Cue can help you build documents with the right variables and conditional blocks to use as a Document Signing template. Watch the video below to see how:
Set Up the Template in the Template Editor
The template editor shows the document on the left and the Variables, Blocks and Signatures tabs on the right. Click Save to save your changes.
Map Variables to Fountain Fields
The Variables tab lists every variable Fountain detected in the document, with a count of how many are mapped, such as 5/18. A mapped variable shows its Fountain field, such as Current Date. A variable that isn't mapped yet shows a warning icon, and its key is outlined in the document.
Use All Caps for Variables
Fountain only recognizes variables written in all caps, such as [CURRENT_DATE]. A lowercase variable like [current_date] isn’t detected and won’t be filled in.
Follow the steps below to map a variable.
On the Variables tab, click the variable.
In Fountain field, select the field whose value fills the variable. Selecting a field updates the variable in the document preview.
In Format, select how the value appears, or leave it as Default.
Add Conditions to Blocks
The Blocks tab lists every conditional block in the document, with a count of how many have conditions, such as 2/6. Content in a block only appears in the generated document when the block's conditions are met.
Blocks Without Conditions Are Left Out
A block with no conditions is not included in the document. Add at least one condition to every block you want to show.
Follow the steps below to add a condition to a block.
On the Blocks tab, click the block.
Click + Add condition.
Select a Data key, such as Compensation.
Select an Operator, such as equals.
Enter a Value, such as Hourly.
To add another condition, click + Add condition again. To remove a condition, click the trash icon next to it.
A block is shown if any of its conditions is true. For example, a Salaried Pay block with the condition Compensation equals Salary and an Hourly Pay block with the condition Compensation equals Hourly show the right pay section for each applicant.
Add Signers
The Signatures tab lists the template's signers, such as the Applicant. Click + Add signer to add another signer.
Fountain places a signer's signature field where that signer's key appears in the document. For the applicant, the key is [SIGNATURE], and the tab confirms when it finds the key in the document.
Replace the Template Document
Follow the steps below to replace the document a template is built on.
At the top of the template editor, click Document.
In the source document window, drag your updated .docx file into the box or click browse. The file must be no larger than 10 MB.
Click Done.
Replacing the document keeps your variables and signature fields, and Fountain detects the variables in the new document. To continue using variables and conditional blocks, keep the source document in Word format.
To build a template from a PDF, follow the separate PDF template instructions.
Edit the Document Title and Applicant Message
Follow the steps below to change what the applicant sees in their portal.
At the top of the template editor, click Applicant Message.
Edit the Document title and Applicant message.
Click Save message.
Variables are not applied in the document title or applicant message. The text appears exactly as typed.
Manage Templates
The Templates tab on the Document Signing page lists every template with its Type, Signers, Variables, Conditional blocks, the Workflows that use it and when it was Last updated. Templates created before the template editor appear in the same list. Use Search templates to find a template.
To work with a template, click the ⋯ menu in the Actions column.
For a template built in the template editor, click Open, Duplicate or Delete.
For a template created before the template editor, click Edit details or Delete.
Edit Details of Templates Created Before the Template Editor
Click Edit details to open the Edit template details panel. From there, you can:
Change the Template name and Applicant message.
Turn on Available to all sub-accounts so this account's sub-accounts can also use the template.
The panel lists the template's Signer roles. Signer roles are set when the document is created and can't be changed in this panel.
Use the Template in a Workflow
Saving a template does not add it to a hiring workflow. Add the template to a Document Signing stage to use it with applicants.
Add templates to a workflow.
Configure automatic sending and stage settings.
Review documents and send them for signing or approval.
Track signing status and review the applicant experience.