Use merge tags to fill document fields with the correct signer's information, give recipients a recognizable document title, and personalize signature invitation emails.
This guide applies to the native e-signature editor. The examples use two signing roles, Owner 1 and Owner 2, assigned to Alex Morgan and Blair Morgan.
Before you begin
Prepare a ready template in Signatures > Templates, with a distinct signing role for each person.
In the workflow's E-signature step, map each document role to the intended contact role, pipeline signer role, assignee role, or user.
Confirm that each assigned signer has the information you want to insert. An account admin can manage reusable templates; workflow editing requires the appropriate permissions.
Prefill each signer's document fields
Open the workflow's Configure E-Signature dialog and select the document template.
Check the signer routing for Owner 1 and Owner 2.
Open Field Mapping. For each document field, use Prefill from to select the corresponding signer value. For example, choose Signer: Owner 2 — full name for Owner 2's name field.
Use the lock control when the signer should not edit the prefilled value.
Select Save E-Signature Step.
Signer values include full name, first name, last name, email, and phone. They resolve from the person assigned to that document role. Existing generic merge tags retain their usual process or primary-contact behavior.
Map each name field to its own signer role. The lock keeps the prefilled name from being edited.
Document field | Prefill selection | Example result |
Owner 1 full name | Signer: Owner 1 — full name | Alex Morgan |
Owner 2 full name | Signer: Owner 2 — full name | Blair Morgan |
Set the title recipients see
Open Signatures > Templates and select Edit template.
Open Request title.
Enter the title and use Insert a value to add company, property, or signer information.
Save the template. For a PDF packet, publish the template when your changes are ready.
The recipient title is separate from the internal template name and the labels of individual PDFs in a packet. Leave it blank to use the template name.
Set the recipient title in the native template editor. Use Insert a value to choose the signer values.
For example, type Management Agreement for , insert Signer: Owner 1 — full name, type and , and insert Signer: Owner 2 — full name. The result is Management Agreement for Alex Morgan and Blair Morgan. Use the picker to insert signer tags; it handles spaces and other characters in role names for you.
Personalize the invitation email
In the workflow editor, attach an invitation email template to the E-signature step.
Open the attached Invitation template to edit it.
Use the merge-tag picker in the subject or message to add signer values and Signature request values: document name, signing link, or request ID.
Save the email template.
For example, type Please sign: in the subject, then insert Signature request — document name. Insert Signature request — signing link in the message. Choose Signer: Owner 2 — first name when the message needs Blair's first name.
These additional picker values are available when editing an e-signature invitation from its workflow step. Ordinary email templates continue to use their usual merge tags.
Add request and signer values while editing an invitation from its e-signature workflow step.
Review the resolved title before sending
For a workflow task, open Assign Signer Roles and review Recipient title. The preview uses saved signer assignments; save assignment changes before reviewing the updated title.
For a one-off request from Signatures, enter the signer details and review the recipient title. One-off requests can use your company name and the supplied signer full names and email addresses. They do not have workflow property context or contact records from which to obtain first names, last names, or phone numbers.
The recipient title resolves as you enter the signer details. Review it before sending the request.
Optional roles, missing values, and existing requests
Skipped optional roles: fields belonging to an unassigned optional native signer role are omitted from the request. A saved field mapping for that role can remain configured for future requests.
Missing document values: a blank required mapped field can block the send. Complete the person's information or correct the mapping before retrying.
Missing title values: LeadSimple uses the complete template name and shows a warning when the title cannot be resolved. It also falls back if the resolved title is empty, contains a line break, or exceeds 255 characters.
Fallback text: where appropriate, add explicit fallback text in the merge tag’s options, such as co-owner for a missing first name. An unavailable signer value without an explicit fallback is blank in an invitation email.
Requests already issued: the recipient title and signer-specific values are captured when the request is issued. Later template or contact edits do not rename that request or change its captured signer values on retries.