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For AI agents: a documentation index is available at https://docs.coverbase.com/llms.txt. This page is also available in markdown by appending .md to the URL.
This guide is part of the User Guides collection. Read the e-signature overview first if you have not sent an envelope before. To send without building a template, go straight to envelopes.
A template is an agreement you send more than once. The document, who signs it, and where they sign are decided once. Every envelope after that only asks you who the people are. Templates are worth the setup for an NDA, an order form or a DPA: anything where the paper is stable and only the counterparty changes. For a negotiated one-off, skip the template and place fields on the envelope directly. Contracts → Templates is the list. Each row carries the category and page count of the source document, how many parties the template asks for, how many fields are placed, and the status with its version number (Published v2, Draft v3). The version number is the quickest way to see which templates have been revised and which have never left draft. Two buttons sit beside New template. Passage Library opens your library of reusable passages (clauses, party blocks, signature pages) for writing agreements in Coverbase. Bulk send sends one published template to a list of parties, each row becoming its own envelope.
Templates list showing template name, category and page count, party swatches, field count, published or draft status with version, and last edited date

Contracts → Templates. Parties, field count and the version-stamped status for every template your organization sends from.

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Parties are roles, not people

A template does not know that Marcus Webb signs your NDAs. It knows there is a Vendor signatory, and that the signature block on page 3 belongs to whoever fills that seat. That separation is what makes a template reusable, and it also makes re-ordering safe. Fields are attached to the role, so swapping who sits in a seat keeps every placement they own.
Template builder showing signing parties, the field palette, a document still converting to PDF, and the empty field inspector

The template builder: signing parties down the left, the field palette below them, the document in the middle, and the inspector on the right. Each party has a color, and the fields you place take it. This document is still converting from Word, which the canvas says plainly.

The header carries the version badge, the page, field and party counts, and the three things you can do with the template: Preview as signer, Save draft and Publish template.

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Create a template

1

Open Contracts → Templates and pick New template

A template needs its source document before anything can be placed on it, so the document is chosen here.
2

Name it, and say when its envelopes expire

Template name is what senders pick from. Category groups the list. Default expiration is optional: switch it on and envelopes sent from this template start at that many days instead of your organization’s default. Leave it off and the organization default applies.
3

Choose the paper

From a document picks from your document library, From a contract picks a document already attached to a contract, and Upload takes a file from your machine. Write lets you write the agreement in Coverbase, inserting passages from your library, and renders it to a PDF. A template is laid out against exactly one document.
New Template dialog with name, category, description, default expiration and source document picker

The New Template dialog. Default expiration sits with the template's own settings, above the source document.

Word files are converted to PDF before fields can be placed, which takes a few seconds. The builder tells you it is preparing the document and the canvas fills in when the conversion lands.

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Add the signing parties

Use + beside Signing Parties to add a role, and click a role’s name to rename it. Give roles the name of the job, not the person: “Vendor signatory”, “Finance approver”, “Redpoint counsel”. A sender filling seats reads these names and needs to know who belongs in each one. The role you have selected is the one you are placing fields for. The bar above the document says so, and the field color follows it.

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Place the fields

Drag a field from the palette onto the page, or click it to drop one where you are looking. Drag its edges to resize, and drag the field itself to move it. Selecting a field opens the inspector on the right. The bar above the document reads Placing fields for and names the party, with a running count of how many fields they own. The parties list carries the same counts, so an empty seat is obvious before you send anything.
Document canvas with company, contract value, effective date, signature, date signed, printed name and title fields placed in three party colors

Fields placed for one party, each taking that party's color. An asterisk marks a required field.

Field inspector panel showing assigned party, label, page and position, required, read only and anchor to text toggles, and a signer tooltip

The field inspector: who owns the field, what it is called, exactly where it sits, and how it behaves for the signer.

Assigned To moves a field to a different party without redrawing it. Label is the name that appears in the box and in the envelope’s field list, so name it what it holds: “Job title”, not “Text 3”. Page, width, height and position are given as percentages, which is how you line two fields up exactly rather than by eye. Three switches decide behavior: Tooltip for the signer is the hint they see on hover. Add one wherever a field’s label is not self-explanatory.

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What the field types do

The three the signer applies rather than types. A signer adopts one mark and it fills every slot it covers, so an agreement with initials on every page asks for the mark once. Each slot is attributed in the sealed PDF with the signer’s name and recipient id.
Coverbase writes these at the moment of signing. They are placed like any other field but are never presented to the signer as something to complete, and they render read-only in the portal. Do not mark them required and expect a signer to act on them; there is nothing for them to do.
Free entry, with validation available in the inspector. Company is special: Coverbase pre-fills it from the vendor the envelope is filed against, and the signer can correct it. An envelope with no vendor still asks for it.
A checkbox is a single opt-in. A dropdown takes a list of options in the inspector; the portal only accepts a listed value, so a signer cannot type something you did not offer. Country is a dropdown that starts with every country listed, which you can trim to the ones your agreement covers.
Preview as signer in the header shows the template the way a counterparty will see it, with each role’s fields in that role’s turn. It is the fastest way to catch a field placed on the wrong party.

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Publish it

Save draft keeps your work without making the template available to senders. Publish template makes it selectable in the send wizard. Publishing does not lock anything. You can keep editing a published template in place until an envelope goes out from it: the header then offers Save changes instead of the two buttons.

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Versioning: what freezes, and when

What locks a template is the first envelope sent from it, not publishing it. From that point the version is cited in an audit chain, because an envelope’s certificate records which template version it came from. Changing the template underneath would make that record wrong. The header changes to Edit as new version, and choosing it forks the template into a new draft version. The earlier version stays available to senders until you publish the new one. Publishing it archives the earlier version, so senders only ever pick the newest. Sent envelopes keep pointing at the version they cited.
Template builder header showing Edit as new version on a template that envelopes have been sent from

A template that has been sent from. The header offers a new version rather than an in-place save.

Opening the send wizard against a template saves nothing until you send, so abandoning it neither leaves a draft behind nor freezes the template. Only a sent envelope freezes it.

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Sending from a template

Templates appear in the send wizard’s From a template tab. Picking one copies its roles in as empty seats and its field layout onto the envelope. The copy is by value, not by reference. Editing the template afterwards does not change envelopes already created from it, so you can keep improving a template without affecting agreements that are already out. If the template set its own Default expiration, the wizard starts there; otherwise it starts at your organization’s default. Either way the sender can change it before sending. A bulk send uses the template’s Default expiration for every envelope it makes, with the same fallback. The rest of that flow is envelopes.

E-signature overview

How templates, envelopes, the portal and the executed copy fit together.

Sending for signature

Create an envelope from a template, name who signs, and track it to an executed copy.

The signing experience

What a counterparty sees when they open the fields you placed.

The passage library

Reuse clauses, party blocks and signature pages when you write an agreement in Coverbase.

Bulk send

Send one published template to a list of parties, one envelope per row.