Create a Business Document Template – Proof Help Center
The Proof Help Center guide explains how to create reusable business document templates by uploading individual PDF files, tagging signer and notary fields once, and saving them in the Proof platform to streamline and standardize transaction workflows, with specific instructions on accessing the Document Templates tool, preparing and tagging documents, and managing template settings.
Document templates automate your workflow by eliminating the need to manually tag every new transaction. By placing signer and notary fields on a template once, you can reuse that document across multiple transactions for a faster, more consistent sending experience.
Create a Business Document Template
Your documents must be individual PDF files. If you have multiple documents, keep each one as a separate file rather than combining them. This helps the system match the right template when you or your signers create a transaction.
Business document templates are not intended for real estate customers. If you're a real estate customer and would like to use templates, contact your Customer Success Manager (CSM) or contact sales.
Create a Template
Log in to your Proof account, then follow the steps below:
- 1.
Go to Document Templates
- Click Tools from the navigation panel on the left, then select Document Templates from the Tools page menu.
- 2.
Create a New Template
- Click Create New Template + in the upper right, then select the document you'd like to use from your local files.
- 3.
Fill In the Required Fields
- Rename your template if desired (the default is the file name).
- Add a permalink for use with the API or EasyLink.
- Select the desired requirements for the document's completion.
- 4.
Prepare and Tag Your Document
- Click Prepare Document, then drag and drop the desired signer and notary fields onto your document to indicate what information needs to be provided. Learn more about tagging your documents.
- 5.
Save Your Template
- Click Save & Close on the right to save your changes. Your template is ready to use!
Need to reorder documents in your template? Click and hold the 6 dots to the left of the document you want to move, drag it to the correct position, and drop it.
Summary Checklist
- Your documents are individual PDF files.
- Go to Tools, select Document Templates, and click Create New Template +.
- Upload your document, fill in the required fields, and click Prepare Document.
- Drag and drop signer and notary fields onto your document, then click Save & Close.
Still unsure? Ready to put your template to work? Check out Select an Existing Document Template for an Individual Transaction. For technical help, contact Proof Support.
Related
Import Business Document Templates – Proof Help Center
Organizations using Proof can streamline template setup across parent and child accounts by importing business document templates via a zip file through the Tools > Document templates page, noting that this feature is not intended for real estate customers who should contact their CSM or sales instead.
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.
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.
Proof Release Notes DEPLOY-1311 (2026-05-26)
The Proof Release Notes DEPLOY-1311 dated May 26, 2026, introduce two key enhancements: displaying the document template name alongside tag counts for matched templates in the Proof for Business portal to aid template maintenance, and requiring notaries to provide explanations when terminating meetings due to fraud concerns to improve support and follow-up, with the former applying to draft and future transactions and the latter to future transactions only.
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.
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.