Electronic Document Templates
Requires. Administration Page and Electronic Document Providers - Full Control for changes.
Electronic Document Templates are SecurityTrax-hosted forms that can be sent from a customer's E-Docs tab. You upload one or more PDF documents, define the signer roles, place fields on the pages, and choose whether each field is filled by a signer or auto-populated from customer data.
Note. You must have an active SecurityTrax eDocs provider before you can save a template. If no active provider exists, SecurityTrax shows a warning on the template form and disables Save.
Getting here
- From Admin → Electronic Documents, click Electronic Document Templates.
- Or go directly to
https://portal.securitytrax.com/acme/admin/cms/electronic-document-templates.
Template list
The template list shows the SecurityTrax-hosted templates your company can use for customer envelopes. Click New Electronic Document Template to create a template, or click a template name to edit it.
Template form fields
| Field | Required? | Type | Validation | Notes |
|---|---|---|---|---|
| SecurityTrax eDoc Provider | Yes | Select | Must be an active SecurityTrax eDocs provider | Controls which provider the template belongs to. If there is exactly one active provider, it is selected automatically. |
| Name | Yes | Text | 1–191 characters | Name shown when users choose a template from a customer record. |
| Active | No | Checkbox | None | Inactive templates are hidden from new customer envelope creation. |
| Description | No | Text area | Up to 500 characters | Internal notes about when to use the template. |
Click Save to create or update the template. After the first save, the document upload and field designer tools appear.
Template documents
Template documents are the PDFs that make up the template. A template must have at least one document before you can place signer fields.
Click Add Document to open the document modal.
| Field | Required? | Type | Validation | Notes |
|---|---|---|---|---|
| PDF File | Yes for new documents; no when editing an existing document | File upload | Must be a PDF | SecurityTrax stores the uploaded PDF as the template document. |
| Document Name | Yes | Text | Required | Defaults from the uploaded file name if blank. |
After a document is added, the Template Documents table lists each document.
| Column | Description |
|---|---|
| Order | The document's sort order in the template. Use the up and down arrows to change document order after documents are added. |
| Name | Clickable link that opens the edit modal for that document. |
| File Name | The stored PDF file name. |
| Actions | Download or delete the document. Deleting a document also removes fields placed on that document. |
Signer roles and routing order
Every template has at least one signer role — the Customer. Add more roles when other people need to review or sign before or after the customer, such as a sales rep, a technician, or a back-office approver.
Click Add Role in the Template Structure card to open the role form.
| Field | Required? | Type | Validation | Notes |
|---|---|---|---|---|
| Name | Yes | Text | Required | Shown when assigning recipients on the customer envelope. |
| Role Key | Yes | Text | Lowercase letters, numbers, and underscores only; must start with a letter; unique within the template | Stable identifier for the role. |
| Recipient Type | Yes | Select | External Signer or Internal Signer | External signers receive an email link; internal signers are SecurityTrax users. |
| Routing Order | Yes | Number | 1 or higher | Controls signing sequence. |
Signing is sequential by routing order: the recipient with routing order 1 signs first, then routing order 2, and so on. Two roles with the same routing order sign in the same round. This lets a sales rep review and sign before the customer ever receives the document.
Heads up. A role cannot be deleted while fields are assigned to it. Reassign or delete the fields first.
Template structure and field designer
The Template Structure card is hidden until the template has at least one document. After a document exists, the card shows document, recipient, and field counts, then displays the field designer.
Use the field designer to place fields on the uploaded PDF preview:
- Choose a PDF document and zoom level.
- Drag a field type from the palette onto the PDF page.
- Move or resize the field on the page.
- Fill out the field properties.
- Click Save Field.
Clicking the PDF does not add a field. Fields are placed by drag and drop only.
Copying a field: every row in the fields table has a copy button (the two-document icon). Clicking it creates a duplicate of that field — same type, properties, and page — offset slightly so you can drag it into place. Use this to build repeated rows quickly instead of re-entering the same properties.
Field types
| Type | What it captures | Notes |
|---|---|---|
| Text | Text typed by the signer or auto-populated by SecurityTrax. | Supports the full catalog of customer-record values — see Auto-populated values. |
| Date | A date typed by the signer or auto-populated by SecurityTrax. | Supports Today, Days from Today, Sale Date, Install Date, Estimated Start Date, Estimated Completion Date, and Birthdate. |
| Signature | The signer's adopted signature. | The signer adopts once by typing their full name (or drawing it) and choosing a signature style, then clicks each signature box on the document to apply the adopted value. |
| Initial | The signer's adopted initials. | Initials are auto-derived from the signer's adopted name (or drawn). The signer clicks each initial box on the document to apply the adopted value. |
| Checkbox | A yes/no checkbox. | Used when the signer must acknowledge an item. |
| Radio | One choice from a group of options. | Radio buttons that share a Group Key act as a single group — only one can be selected. See Radio button groups. |
Note. Date values are available both ways: Birthdate, Sale Date, Estimated Start Date, and Estimated Completion Date appear in the Text field's Customer Contact and Account Details groups (filled as
m/d/yyyytext) and in the Date field's Default Value list.
Field properties
| Field | Required? | Type | Validation | Notes |
|---|---|---|---|---|
| Field Label | Yes | Text | Required | New fields start with a label like New Text or New Signature. |
| Field Type | Yes | Select | Locked after the field is placed | Choose the type before placing the field. |
| Default Value | No | Select | Depends on field type | Available for text and date fields. Options are grouped by category — see Auto-populated values. |
| Auto Populate | No | Checkbox | None | Makes the field read-only for the signer and fills it from SecurityTrax data. |
| Auto Populate When | Required when Auto Populate is enabled | Select | Envelope is created or Envelope is sent | Controls when SecurityTrax calculates the value. |
| Days from Today | Required when Default Value is Days from Today | Number | Integer days | Used for date defaults such as today's date plus 3 days. |
| Cannot be before today | No | Checkbox | Date fields only | Prevents signers from entering a past date. |
| Required | No | Checkbox | None | Required fields must be completed before signing can be finished. |
| Responsible Party | Required unless the field is read-only auto-populated | Select | Active signer role | The signer responsible for completing the field. |
| Radio Options | Required for radio fields | List of text values | At least one option | The selectable choices — click Add Option to add more. See Radio button groups. |
| Group Key | Required for radio fields | Text | Lowercase identifier | Links radio buttons into a single group where only one can be selected. |
| Auto-Select From | No | Select | Card Type or Payment Method | Pre-selects the option matching the customer's data. Radio fields only. |
| X Position | Yes | Number | 0–100 percent | Horizontal position on the PDF page. Usually set by dragging. |
| Y Position | Yes | Number | 0–100 percent | Vertical position on the PDF page. Usually set by dragging. |
| Width | Yes | Number | 3–100 percent | Usually set by resizing. |
| Height | Yes | Number | 2–100 percent | Usually set by resizing. |
Radio button groups
Radio fields let the signer pick exactly one choice from a group — for example, the card type on file or the form of payment.
- Place one radio field per choice on the PDF (one next to each printed option).
- Give every field in the set the same Group Key (for example
card_type). - Enter each field's option value in Radio Options.
Only one field in a group can be selected at signing time.
Auto-Select From pre-selects the option that matches the customer's record:
| Auto-Select From | Pre-selects | Values SecurityTrax produces |
|---|---|---|
| Card Type | The type of the customer's credit card on file. | Visa, MasterCard, Discover, AMEX |
| Payment Method | The customer's default payment method. | Credit Card, Bank Account, Invoice |
Option matching ignores capitalization, and American Express is treated as a match for AMEX — but keeping your option text identical to the values above gives the most predictable results.
Auto-populated values
The Default Value dropdown for text fields is organized into groups. Leave it blank when the signer should type the value themselves. If the customer has no value for the chosen field, the default is left blank.
Note. Invoice line item and equipment list fields are not available in SecurityTrax eDocs at this time.
Customer Contact
| Default Value | Fills with |
|---|---|
| Customer Name | First and last name combined. |
| First Name / Last Name | The individual name parts. |
| Birthdate | The customer's birthdate. |
| Business Name / Business Contact | Business fields for commercial accounts. |
| Full Address (Street, City, State, Zip) | The complete address on one line. |
| Address (Line 1 + Line 2) | Both street address lines. |
| Address Line 1 / Address Line 2 | The individual street address lines. |
| City, State, Zip | City, state, and ZIP combined. |
| City / State / Zip / County | The individual address parts. |
| Primary Phone / Cell Phone / Work Phone | The customer's phone numbers. |
| Primary Phone (Home) / Primary Phone (Business) | Aliases of the primary phone for residential/commercial contract wording. |
| Email / Spouse / Home Ownership | The matching customer fields. |
Account Details
| Default Value | Fills with | Needs on the customer record |
|---|---|---|
| Customer ID | The SecurityTrax customer ID. | — |
| Monitoring Account Number | The central station account number. | Account number on the customer. |
| Alarm.com Customer ID | The Alarm.com customer ID. | An Alarm.com connection. |
| Account Type / Is Commercial / Is Residential | The account type and Yes/No flags. | — |
| Sale Date | The customer's sale date. | A sale date on the customer. |
| Estimated Start Date / Estimated Completion Date | The customer's scheduled install date. | An install appointment. |
| Time Zone | The installation time zone. | — |
| Sold By (Sales Rep) | The sales rep's name. | A rep in Sold By. |
| Sales Rep Number | The rep's number. | A rep number on the sales rep's user record for the customer's location, all locations, or the customer's state. |
| Install Technician | The install tech's name. | An install appointment. |
| Activation Fee | The activation fee amount. | An activation fee selection. |
| Monthly Monitoring Charge | The monthly monitoring amount. | A monthly rate selection. |
| Contract Term (Months) | The term length in months. | A contract term selection. |
| Term Total (Monthly × Months) | Monthly charge multiplied by term months. | Both a monthly rate and a term. |
| Warranty Term | The selected warranty. | A warranty selection. |
| Is Prewire / Is Wireless | Yes/No based on the customer's equipment wire types. | Equipment on the customer. |
| Confirmation Number / Receiver Number | Central station values. | Central station data on the customer. |
| Cross Street | The customer's cross street. | — |
| Discount Affiliate / Affiliate Member Number | Discount affiliate details. | An affiliate on the customer. |
| Monitoring Plan | The monitoring plan name. | A monitoring plan selection. |
| Interactive Services Provider | The interactive services provider name. | An interactive services selection. |
| Rebate Check | The rebate check amount. | — |
Account Features
Yes/No flags and amounts from the customer's services: 2-Way Voice, Cellular Backup, Guard Response, Guard Response Fee, and Monthly Processing Fee.
Customer Credit
Social Security Number (masked), Last 4 of SSN, and Credit Score. Number values are always masked — full numbers never appear on a document.
Dealer and Subcontractor
These fill from your company and the customer's location — no per-customer setup needed.
| Default Value | Fills with |
|---|---|
| Dealer Name / Dealer Phone | Your company name and main phone. |
| Dealer Number | The customer's dealer number if one is assigned, otherwise the company dealer number. |
| Dealer License Number | The license number attached to the customer's location (or the company), preferring a license for the customer's state. |
| Dealer Info (Name, Address) | Company name and address combined. |
| Dealer Address / Dealer Street Address Line 1 / Line 2 / City / State / Zip / Branch Address | Address parts, preferring the customer's location address. |
| Subcontractor Name / Address Line 1 / Address Line 2 / Phone | Mirror the dealer company values. |
Emergency Agencies
Police, Fire, and Medical / Ambulance names and phones, Police Permit and Fire Permit, Guard Service Name and Phone, and the central station Abort Code. These fill from the customer's agencies.
Emergency Contacts
Emergency Contact 1–4 each offer Name, Phone, Phone Type, and Email. Contacts are numbered by their order on the customer record — Emergency Contact 2 is the second contact in the list. Positions the customer doesn't have are left blank.
Bank Information
Bank fields fill from the customer's bank account payment method — even when it is not the default. If the customer has no bank account on file, the value fields are left blank.
Bank Account Type, Bank Billing Cycle, Bank Billing Date, Bank Name, Routing Number (masked), Bank Account Number (masked), Name on Bank Account, Bank Billing Address / City / State / Zip, Bank Account is Payment Method (Yes/No — reflects the default method), and Bank — Activation Fee / Monthly Monitoring / Service Fee (Yes/No — what the bank account is used to pay).
Credit Card
Card fields fill from the customer's credit card payment method — even when it is not the default. If the customer has no card on file, the value fields are left blank.
Card Type, Card Billing Cycle, Card Billing Date, Card Number (masked), Card Expiration, Name on Card, Card Billing Address / City / State / Zip, Credit Card is Payment Method (Yes/No — reflects the default method), and Credit Card — Activation Fee / Monthly Monitoring / Service Fee (Yes/No — what the card is used to pay).
Payment Details
These fill from the customer's default payment method.
| Default Value | Fills with |
|---|---|
| Payment Method | Credit Card, Bank Account, or Invoice. |
| Payment Withdrawal Date | The billing day of month, when the default method is a bank account or credit card. |
| Invoice Billing Cycle | The billing cycle name. |
| Tax Rate | The customer's sales tax rate. |
| Nickname / Note | The nickname and note on the default payment method. |
| Default Billing Address / City / State / Zip | The default method's billing address parts. |
Date field defaults
| Default Value | Fills with |
|---|---|
| Today | The date the value is calculated (see Auto Populate When). |
| Days from Today | Today's date plus or minus the number entered in Days from Today. |
| Sale Date | The customer's sale date. |
| Install Date | The customer's install date. |
| Estimated Start Date / Estimated Completion Date | The customer's scheduled install date. |
| Birthdate | The customer's birthdate. |
Sending a template from a customer
After a template is active and has at least one document, users can select it from the customer's E-Docs tab when they create a new electronic document. SecurityTrax creates a draft envelope, adds a recipient for each signer role, and opens the SecurityTrax eDocs edit page. Recipients sign in routing order — each signer is notified when the previous round completes.
If the customer has no email address, SecurityTrax still creates the draft. The signer email must be added before sending.
Required auto-populated fields must have data before sending. If a required, auto-populated field would be blank, SecurityTrax blocks the send with: "This document cannot be sent because required auto-populated fields have no value on the customer record. Fill these on the customer record first:" followed by each field's label and its data source. Add the missing data to the customer record, then send again.
Related
- Electronic Document Providers — provider records required before templates can be saved.
- E-Docs — sending and tracking customer envelopes.