Documentation

Electronic Document Templates

Requires. eDoc+, 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, place signer fields on the pages, and choose whether fields should be filled by the 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.

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:

  1. Choose a PDF document and zoom level.
  2. Drag a field type from the palette onto the PDF page.
  3. Move or resize the field on the page.
  4. Fill out the field properties.
  5. Click Save Field.

Clicking the PDF does not add a field. Fields are placed by drag and drop only.

Field types

Type What it captures Notes
Text Text typed by the signer or auto-populated by SecurityTrax. Supports a range of customer-record defaults — see Default values.
Date A date typed by the signer or auto-populated by SecurityTrax. Supports Today, Days from Today, Customer Sale Date, and Customer Install Date defaults.
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.

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.
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.
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.

Default values

The Default Value options change with the field type. Leave it blank when the signer should type the value themselves.

Text field defaults

These pull from the customer's record on the envelope.

Default Value Fills with
Customer Name The customer's first and last name.
Business Name The customer's business name.
Address (Line 1 + Line 2) Address Line One and Address Line Two combined.
Address Line One Address Line One only.
Address Line Two Address Line Two only.
City, State, Zip The city, state, and ZIP combined.
City The city only.
State The state only.
Zip The ZIP only.
Phone The customer's primary phone.
Email The customer's email.
Activation Fee The activation fee amount.
Monthly Monitoring Rate The monthly monitoring rate (MMR) amount.
Term (Months) The contract term in months.

Note. Amount and term defaults are filled as plain numbers (for example, 45.00 or 36).

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.
Customer Sale Date The customer's sale date.
Customer Install Date The customer's install date.

If the customer has no value for the chosen field, the default is left blank.

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 the customer as the signer, and opens the SecurityTrax eDocs edit page.

If the customer has no email address, SecurityTrax still creates the draft. The signer email must be added before sending.

Related

  • Electronic Document Providers — provider records required before templates can be saved.
  • E-Docs — sending and tracking customer envelopes.
  • eDoc+ — the add-on that unlocks electronic documents.