Business Document Templates Overview – Proof Help Center
Business document templates in Proof automate the creation of standardized forms by auto-populating signer information, can only be created or edited by admins, team members, and tech support users, while any user with transaction-sending permissions can apply them, with features like template matching and EasyLinks further streamlining document processing.
The short answer: Business document templates streamline your process by automating the preparation of standardized forms and documents that automatically populate with signer information.
Only admins, team members, and tech support users can create and edit business document templates, including NSTs. Any user with permission to send transactions can apply an existing template to a transaction.
How it works
Use business document templates to automate the preparation of general standardized forms and documents that automatically populate with signer information.
For example, you can create a document that automatically pulls in dates and the signer's information using the appropriate signer fields.
Create and manage templates
You can add fields and configure the documents as desired to be reused for multiple transactions. Once your templates are set up, enable template matching to streamline your transactions even further. Templates can also be used with EasyLinks.
- Create a business document template — Create a new business document template in your organization.
- Enable template matching — Automatically match templates when a document is uploaded by your internal staff or signers.
- Create an EasyLink using a template — Create shareable links that automatically apply your templates.
- Import or export business document templates — Manage templates between your parent and child organizations.
- Delete document templates from your account — Remove unused templates from your account.
Summary Checklist
- Only admins, team members, and tech support users can create or edit templates.
- Any user who can send transactions can apply an existing template.
- Enable template matching to automatically apply templates when documents are uploaded.
Still unsure? Contact Proof Support for help.
Related
Edit Your Existing EasyLinks
This guide instructs organizations and Notary-Sourced Transaction Notaries (NSTs) on how to edit existing EasyLinks in their Proof account by navigating to Tools > EasyLinks, using the edit option accessed via the three vertical dots, and then changing the EasyLink’s name, selecting a different document template, or updating the payment options before saving the changes.
Export Business Document Templates – Proof Help Center
The Export Business Document Templates guide explains how users with owner, admin, or team member roles in Proof can export selected business document templates from one account via Tools → Document templates, receive them as a zip file by email, and notes that this feature is not intended for real estate customers who should contact their CSM or sales instead.
Delete Document Templates from Your Account – Proof Help Center
Admins, team members, and NSTs can permanently delete one or more document templates from their account via Tools > Document templates by selecting the templates, ensuring they are not used in active EasyLinks (or reassigning/deactivating them), clicking Delete, and confirming the action, after which a "Template deleted" confirmation appears, but deleted templates cannot be recovered.
Create an EasyLink Using a Template
The guide explains how to create a reusable EasyLink in Proof by attaching a document template, setting signer limits, optionally enabling identity verification, adding CC contacts, and following best practices to manage and share the link effectively for multiple signers in eSign transactions.
Enable Template Matching for Businesses – Proof Help Center
Only admins and owners can enable template matching in Proof for business accounts, allowing users to automatically apply document templates during transaction creation or signer uploads via EasyLinks or API, with exact matches placing tags and unmatched documents receiving no fields, and this feature is not intended for real estate customers; to enable it, navigate to Settings → Transaction Settings → Template settings, check Automatic Matching, and save changes.
Product Spotlight: EasyLinks by Proof
EasyLinks by Proof is a no-code solution that enables businesses to create and share unique URLs for customers to self-serve transactions—such as notarize, sign, and identify—by accessing pre-tagged or uploadable documents, thereby streamlining workflows, reducing operational overhead, and enhancing customer experience without requiring developer resources.