Key Terms
Key Terms
Business = Business/Law Firm who invested in Hona
Hona (Business) Org = Hona Account owned 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. Which Hona features and settings are accessible to each User is determined by their User Role.
Client = Client of the Business
End-user of Hona Client and its features
Lead = potential Client of the Business
Hona Client = Hona Client Portal interface where Clients can interact with Hona features
Business Users build Hona Client features in their Hona Business Org
Important to know in general:
"Project" is used interchangeably with "case" and "matter"
CMS = Case Management Software (often used interchangeably with CRM)
Messages = 2-way messages sent through Hona's 2-Way Messaging feature (typically sent via text)
Notifications = messages sent to the Client to notify them of Hona features you have configured (Project Type case updates, Forms, E-Signature requests, Review requests, etc). These are sent based on the Client's Notification Preferences.
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. This is common to use when adding Mapped Data like "Full Name" and you do not want the Client to be able to edit 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. If you do not have Multiple Contacts enabled in your Hona Org, you will only see one option for "Contact."
Text Box
Text Box
Add a request for a plain text response 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.
Mapped Data
When you select to map data, this field will be prefilled if the data is provided while starting the document signing process. Fields that can be mapped by default are contact fields such as First Name, Last Name and Full Name, Email, or Phone. You can also map Custom Fields configured specifically by your Business in your Hona Org.
Multiline
If you're asking your Client to provide a lengthy explanation, or plain text that might take up multiple lines on the document.
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. This is common to use when adding Mapped Data like "Full Name" and you do not want the Client to be able to edit 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.
Max Length/Format/Font/Font Size
All of these settings will change the way your text appears on the document once it is submitted by your Client. This will make sure your documents, especially those important to the court system, are easy to read and visually pleasing.
Preview Text
This is the text that will appear in the empty field before your Client enters something.
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."
Checklist
Checklist
To add an option for Clients to check from a list of options.
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.
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. This is common to use when adding Mapped Data like "Full Name" and you do not want the Client to be able to edit 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.
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."
Request File
Request File
Add a request for a document upload.
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."
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. These settings determine what your Client's notifications for E-Signature requests look like and how those requests/notifications are sent.
Each section of your E-Signature settings configures something different for that Template. Open the section you want to learn more about below:
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 {{form_url}} (the piped Form URL) is included so that your Client receives a link in their notification to access their E-Signature Request.
Notification Message = The notification sent to the Client when the E-Signature Request is assigned. Must include piped Form URL.
Reminder Message = The reminder notification sent if reminders are enabled. Must include piped Form URL.
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. If a Client submits their E-Signature as soon as they receive it, they will not receive any reminders, even if these settings are configured. For this reason, we encourage all Business's to enable E-Signature Request reminders to increase response from Clients.
To enable E-Signature Request reminders:
Decide how many business days you would like between reminders. This is also the number of days before the first reminder will be sent after it is assigned to the Client initially.
Set a maximum number of reminders that should be sent to Clients assigned that E-Signature Request if they do not complete it.
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. You can configure the same E-Signature Template to automatically request for multiple Project Types and Phases.
To create an E-Signature Request automation:
Select (+)
Decide whether you want the E-Signature Request to send when your Client enters or leaves their phase.
Select the Phase you want to configure the automation for.
Because your Client will receive a Phase Change notification as well, you will need to set at least a 1 hour delay so that the E-Signature Request notification sends following this one and your Clients don't miss it. You are welcome to increase that delay here. We do not recommend setting this to 0, as we've seen this cause a decrease in E-Signature Request response.
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. Configuring reminders, notifications, and automations ensures your Clients stay informed and responsive, helping your team maintain organized and professional document workflows. For any questions or concerns, please chat with our support team or reach out to us directly at [email protected].