What this article helps with: Creating and configuring E-Signature Templates in your Hona Business Org, including uploading documents, adding fields, configuring multiple signers, and setting up notifications and automation.
Who this is for: Firm admins creating or editing E-Signature Templates in Hona.
When not to use this article: If you already have a template and need to send it to a client, see How to Send an E-Signature Request From a Template.
Key Terms
Key Terms
What do you mean when you say...
Business = Business/Law Firm who invested in Hona
Hona (Business) Org = Hona Org managed by the Business
Business User = An individual account within a Hona Business Org
Just like there are many employees at 1 Business, there are many Users in 1 Hona Org.
Client = General term for the end-user of the Hona Portal. Also used to differentiate between an active Client of the Business and a...
Lead = potential Client of the Business. This term is specifically used when necessary to separate end-users if utilizing Hona for both Clients and Leads. You can safely assume that features which are usable for Clients can also be utilized for Leads, unless stated otherwise.
Hona Portal = Digital interface where Clients interact with Hona features configured by Business
Good to know Hona terms:
"Project" is the Hona term used to define "case" or "matter"
CMS = Case Management Software (often used interchangeably with CRM)
Messages = Back and forth text messages between Business and Lead/Client, delivered through Hona's 2-Way Messaging feature
Client Notifications = Alerts sent to Clients to notify them of Hona features configured by Business.
Business Notifications = Alerts sent to Business Users to notify them of Clients engaging with the Hona features configured by the Business. Each Business User has their own Notification Settings.
Goal
By the end of this article, you will understand how to access, build, and configure E-Signature Templates in your Hona Business Org. You'll learn how to add and customize fields, adjust template settings, and automate E-Signature requests to ensure Clients receive and complete documents efficiently.
Overview of Steps
1. Access Hona E-Signatures
From the side-bar in your Hona Business Org, select Collect → E-Signatures
2. Create New E-Signature Template
To create a new E-Signature template, select the (+) New Template button on the top right hand side of your screen.
Title your E-Signature Template
Choose whether you will need a Single Signer for this document or whether you will need Multiple Signers.
Upload Document you will be using for your E-Signature Template. You can either select from documents you have uploaded previously, or upload a new one.
Once your document is uploaded, select Generate Template
3. (Optional) Configuring Multiple Signers
If you are configuring your E-Signature Template for multiple signers, there are a few additional steps you will need to follow:
If you are configuring your E-Signature Template for multiple signers, there are a few additional steps you will need to follow:
1. Choose Your Signing Flow
Select how signers will receive the e-signature request:
Parallel (all signers receive requests simultaneously): All signers get the request at the same time and can sign in any order
Sequential (signers receive requests in order listed): Signers receive requests one at a time in the order you define. The next signer only receives the request after the previous signer completes their signature
2. Define Signer Roles
In the Define Signer Roles section, you'll see a default "Role 1" field
Rename each role to something meaningful (e.g., "Client", "Attorney", "Witness")
Click "+ ADD ROLE" to add additional signers (up to 6 total)
Each role will be assigned a unique color for easy identification
You will want to make sure the Roles are assigned to each field on your Template when you configure them during the step below.
Best Practices for Multiple Signers
Best Practices for Multiple Signers
For Sequential Signing:
Order signers logically (e.g., client first, then attorney)
Inform signers they'll receive requests in order
Use reminder features for signers who delay the process
For Parallel Signing:
Best for situations where signing order doesn't matter
All parties can complete their portions simultaneously
Faster completion time when all signers are responsive
Role Naming:
Use clear, descriptive role names (e.g., "Primary Client" instead of "Role 1")
Make sure role names match your firm's terminology
Consider including instructions in field labels when roles might be unclear
4. Add Fields
Once your E-Signature Template is generated, you will need to add the fields you need in order to collect information from your Clients/Leads.
Use the Scan for Fields button to have Hona detect open fields on your document. It will automatically apply the field type it believes is best for your open fields, so you only need to take the time to edit as necessary. Otherwise, you can select from the field types above to manually add a field and drag it where you would like it to go on your document.
You can configure each field by using the settings in the right-hand menu. Open the drop-downs below to learn more about the configuration settings for each field type.
Signature
Signature
Add a request for a signature onto the document.
Field Type
Use this drop-down to change the Field Type.
Field Label
Name of the Field. This is internal only.
Signature Type
Choose between what type of signature you want, and whether it should include the date signed.
Required
Will make it so the Client is unable to submit the E-Signature document until this field is filled out.
Show Conditionally
This will make it so the Client is only required to fill out this field if they answer a specific way to a different field on the document.
Assign to Role
This is where you will identify the Client Roles for each field. If you do not have Multiple Contacts enabled in your Hona Org, you will only see one option for "Contact."
Initials
Initials
Add a request for initials onto the document.
Field Type
Use this drop-down to change the Field Type.
Field Label
Name of the Field. This is internal only.
Required
Will make it so the Client is unable to submit the E-Signature document until this field is filled out.
Show Conditionally
This will make it so the Client is only required to fill out this field if they answer a specific way to a different field on the document.
Assign to Role
This is where you will identify the Client Roles for each field. If you do not have Multiple Contacts enabled in your Hona Org, you will only see one option for "Contact."
Date
Date
Add a request for a date onto the document.
Field Type
Use this drop-down to change the Field Type.
Field Label
Name of the Field. This is internal only.
Field Sync
Fields which share the same type and role sharing this identifier will always have matching values when the document is submitted.
Required
Will make it so the Client is unable to submit the E-Signature document until this field is filled out.
Read Only
Will make it so the field is "locked" to the Client and they cannot edit the information in the field, but they can see it.
Show Conditionally
This will make it so the Client is only required to fill out this field if they answer a specific way to a different field on the document.
Prefill Date
Instead of having your Client enter the date themselves, you can have the date prefill using the options here.
Assign to Role
This is where you will identify the Client Roles for each field.
Text Box
Text Box
Add a request for a plain text response onto the document.
Field Type
Field Label
Field Sync
Mapped Data
When you select to map data, this field will be prefilled if the data is provided while starting the document signing process.
Multiline
Required
Read Only
Show Conditionally
Max Length/Format/Font/Font Size
Preview Text
Assign to Role
Checklist
Checklist
To add an option for Clients to check from a list of options.
Field Type
Field Label
Required
Read Only
Show Conditionally
Assign to Role
Request File
Request File
Add a request for a document upload.
Field Type
Field Label
Required
Show Conditionally
Assign to Role
5. Configure E-Signature Template Settings
When you have finished creating and editing the fields on your E-Signature Template, the last step is to configure the settings of the Template itself. Select the Settings tab at the top of your E-Signature Template.
Notification Messages
Notification Messages
When your Client is assigned an E-Signature Request, they are alerted of this through a notification. There is a "default" wording for what this notification says, but you can edit it here if you would like. Just make sure that (the piped Form URL) is included so that your Client receives a link in their notification to access their E-Signature Request.
Reminders
Reminders
Enabling these will make it so Hona sends notifications to your Clients to remind them to submit their E-Signature, but only if their Request has not been submitted yet.
Auto Request E-Signature from Phase Change
Auto Request E-Signature from Phase Change
This setting manipulates when your E-Signature Request sends, and you can use it to configure a Template to Request an E-Signature automatically to your Client.
FAQs
Do you have a video walkthrough I could watch of someone building an E-Signature template?
Do you have a video walkthrough I could watch of someone building an E-Signature template?
Why do I not see the option for Multiple Signers when creating a new E-Signature Template?
Why do I not see the option for Multiple Signers when creating a new E-Signature Template?
This feature is currently only included in the Elite Hona Engage package. If you would like to enable it in your Hona Org, or upgrade your package, please chat with our support team or reach out to us directly at [email protected].
Conclusion
By following these steps, you can confidently create and manage E-Signature Templates in Hona—streamlining how your Business collects signatures and communicates with Clients. For any questions or concerns, please chat with our support team or reach out to us directly at [email protected].