Turn an existing PDF into a reusable signing template. Upload your document, choose who signs, and place signature fields and merge keys where you need them.
PDF templates are useful for documents with a fixed layout, such as candidate acknowledgments, agreements, and policies. You add fields on top of the uploaded PDF in the field editor.
Need variables or conditional content?
PDF templates support merge keys and signature fields, but not the variables and conditional blocks available with Word documents. To use those features, see Create Dynamic Document Signing Templates from Word Documents.
Before You Start
Prepare a PDF up to 10 MB with the text and formatting you want applicants to receive. Leave enough space for signatures, initials, dates, and any other information you plan to add.
You don’t need to add [SIGNATURE] placeholders to the PDF like you do for a Word doc template. Instead, you’ll place signature fields directly on the document after uploading it.
Decide which signer roles and merge keys you need before saving the template. Signer roles are set when the document is created, and merge keys must be selected during setup.
Create a Template
Click your initials in the top right of any Fountain page, then click Company Settings.
Click Document Signing.
On the Templates tab, click Create template.
In the Create signature template window, enter a Template name that helps your team identify the template.
Select a Brand, or leave All brands selected.
Under Document, drag your PDF into the box or click browse to upload it.
Under Applicant message, enter:
Document title: the title applicants see in their portal.
Applicant message: instructions shown alongside the document they are asked to sign.
For example, a candidate acknowledgment could use the document title Candidate Policy Acknowledgment and the message Please review this document and complete the required fields before your interview.
Click Continue.
Set Up Signing Roles and Merge Keys
The next screen shows your uploaded document on the left and setup options on the right.
Choose Signing Roles
The Signing roles section includes Applicant. If another person also needs to sign, enter a Role name, such as Hiring manager, and click Add role.
Each role signs the document once. The order shown determines who signs first.
Set up all signer roles before saving.
Signer roles are set when the document is created and can’t be changed later.
Select Merge Keys
Merge keys let Fountain fill fields with applicant details when the document is sent.
Under Merge keys, use Keys to make available to select the keys you want to use in the document.
Choose merge keys during setup.
Merge keys cannot be added later. Select every key you’ll need before moving on to field placement.
You’ll place the selected merge keys on the PDF in the next step.
Place Fields on the PDF
Click Place signature fields to open the field editor.
The editor shows available fields on the left, your PDF in the center, and settings for the selected field on the right.
Add Signature and Applicant Fields
In the Signer list, select the role whose fields you want to add.
Drag a field from the left panel onto the appropriate location in the PDF.
Move or resize the field to fit the space.
Select the field to review its settings:
Assigned to: confirm the correct signer.
Field name: use a clear, descriptive name. Field names are visible to signers in Mobile Form.
Required field: select this option when the signer must complete the field.
Repeat for each field and signer.
Available fields include:
Field group | Fields |
Signature fields | Signature, Initials |
Auto-fill fields | Date signed, Full name, Email address, Company, Title |
Standard fields | Textbox, Checkbox, Dropdown, Radio group |
For a candidate acknowledgment, you might place Full name above the candidate name line, Initials beside the acknowledgment, and Signature and Date signed at the bottom of the document.
Place Merge Keys
To add applicant information using a merge key:
Drag a Textbox onto the document.
Select the textbox.
Set Assigned to to Sender.
Choose the merge key you want Fountain to use.
Select from the merge keys you made available during setup.
Review and Save
Before saving, check that:
Each signer has the fields they need.
Fields are assigned to the correct roles.
Required fields are marked correctly.
Fields fit within the intended spaces without covering document text.
Merge-key textboxes use the correct keys.
Click Save template.
After saving, Fountain displays Template saved. Click Close to return to the Templates list.
Seeing “No preview available”?
Open Edit signature fields to view the PDF and its placed fields in the field editor.
Manage the Template
Your saved template appears on the Templates tab with PDF in the Type column.
To change its details:
Click the ⋯ menu in the template’s Actions column.
Click Edit details.
Update the Template name, Brand, or Applicant message.
If needed, turn on Available to all sub-accounts so this account’s sub-accounts can also use the template.
Click Save.
The panel also lists the template’s Signer roles. These are shown for reference and can’t be changed here.
Add the Template to a Workflow
Creating a template does not add it to a hiring workflow. To use it with applicants, add it to a Document Signing stage.
See Use Document Signing Templates in a Workflow for instructions on adding templates, configuring stage settings, and sending documents for signing.