Table of Contents
Create a template
Create custom text blocks
Add signature variables to a document template
Add signing date and location variables
Signing date variables
Signing location variables
Inline formatting
Add variables to be manually edited
Upload a template
Assign a document
Viewing all documents created with a template
Create a template
As a Super-admin, you can upload a template for a document (such as work contracts, offer letters, letters of recommendation, etc.) to the Leapsome platform. The uploaded template can be used to create user documents based on user-specific information.
The template must be made on a document app such as Google Docs or Microsoft Word, and must use the variables utilized within Leapsome.
The variables include:
- Employee attributes that are in Leapsome
- Custom attributes in Leapsome
- Open text fields that are inputted while creating a document: this gives admins the option to input unique user-specific information (that is not represented by one of the attributes in Leapsome) while creating the document.
- E-signature variables: Template creators can add signature requirements in specific areas of the document.
You can find a list of variables in 'Settings' > 'Documents' > 'Variables & custom text blocks for bulk-creation' that you can utilize within your template doc by copying the variables and pasting them in your template document. The page includes a search bar to help you quickly find specific variables or text blocks.
Create custom text blocks
Document templates often include custom text blocks that can vary for each document. As an Admin, you can create these blocks and include (and reuse) them alongside the variables in your templates. It's important to note that custom blocks are different from variables. Custom blocks are reusable, yet static text blocks; Meanwhile variables will depend on the data set found in the employee's profile.
To create a custom text block, navigate to 'Settings' > 'Documents' > 'Variables & custom text blocks for bulk-creation' > at the bottom of the page click on 'Create a new text block'.
Give your text block a distinctive name and a description, followed by what the text block(s) themselves will be made of: text block's name and its value (text).
To include a text block in a template, the same logic as including variables, applies. Simply copy the text block's variable and paste it in the document.
Add signature variables to a document template
If you would like there to be an area where certain parties can sign the document, then variables would need to be added to the document template before upload. When adding these variables for signatures, add [[WhoShouldSignHere]]. You can add multiple signature variables within the same line, if you would like different assignees (eg. candidate and manager). Be sure to provide enough space between the signer variables within the template uploaded. For example, if you want a candidate to have a line to sign in the document, you could add [[Signer]] or [[Candidate]] to the document template before uploading to add a line for that user to sign on. Once you would like to create a document for a user, you would need to filter for that user(s) in the signature line, using either the dynamic filter (Assignee/assignee's manager) or the user specifically, in order to generate the document for that user.
Within the document the assigned user receives to sign, the user would be able to choose to type of signature they would like to provide, whether it be a text or a custom signature, when they click on the designated signature area to sign.
**Please note that there should not be spaces within the signature variable.
Add signing date and location variables
Many document signature requirements include the necessity to include the date and/or location that the document is relevant for. In this case, you can add variables to the template which would include an allotted space for the signer to enter this information.
Please note: The date and location variables can only be added if a signature variable is already included in the document.
Signing date variables
You have the option to include variables to pull the date that the document was signed automatically, or a line that can gives the signer the option to include a custom date.
The following signature date variables would need to be included in the document in order to accommodate these two types of date signatures.
[[Signer::date-signed]] --> This variable would pull the date that the signature was added automatically based on when the signer signed the document.
[[Signer::date-custom]] --> This variable would include a text field for the signer to write a custom date in.
Signing location variables
If you would like to include a line in the document that prompts the signer to include their location, the following variable can be used:
[[Signer::location]] --> This variable would include a text field for the signer to write the location/city they are signing from.
Please note: "Signer" in the example above is a placeholder for who will be signing in this location. If it will be HR or the candidate, you can use [[HR::date-signed]] or [[Candidate::date-signed]] etc. Each signing variable can be assigned to the relevant user when generating documents.
GDPR: There is a setting to consent to the data processing by dropbox Sign to enable document signature functionality once the template has been uploaded and is being used to generate a document for a user. Without this consent, the signature variable will not be sent to assignee to sign.
Inline formatting
Inline formatting allows you to customize the date format and language for individual date variables in your document templates, overriding the default settings. This is particularly useful when you have multilingual documents or need different date formats within the same template (e.g., a work contract with both English and German versions on one page).
To use inline formatting, add the format and language specifications directly to the date variable using the pipe symbol (|). The syntax is: {{variable-name|f=FORMAT|l=LANGUAGE}}
For example:
- If your template's default language is English and default date format is MM/DD/YYYY, {{start-date}} will display as "10/14/2025"
- With inline formatting {{start-date|f=DD.MM.YYYY|l=de}}, the same date will display as "14.10.2025"
Date format options:
- DD MM YYYY = 14 10 2025 (2 Ms = number)
- DD MMM YYYY = 14 Oct 2025 (3 Ms = shorthand)
- DD MMMM YYYY = 14 October 2025 (4 Ms = full month name)
Language specifications: The language parameter (l=) is only relevant when using textual month formats (MMM or MMMM). For example:
- {{start-date|f=DD MMMM YYYY|l=de}} → 16 Oktober 2025
- {{start-date|f=DD MMMM YYYY|l=fr}} → 16 octobre 2025
You can use the format (f=) and language (l=) parameters independently. If you only want to change the format but keep the default language, use only f=. If you only want to change the language but keep the default format, use only l=.
Please note: this is only relevant for date variables.
Add variables to be manually edited
There may be the need for admins to add attributes that cannot be pulled directly from Leapsome, so they would need to be manually edited for each document use. In this case, the admin can add an attribute(s) to the document template to be manually edited in the downloaded document. To add these attributes, enter an enclose variable such as {{acceptance-deadline}}. Any variables added that would need manual edits would need to be entered accordingly, with a hyphen (-) in lieu of spaces.
For example:
{{acceptance-deadline}}
Upload a template
To upload a template, navigate to 'Settings' > 'Documents' > 'Templates and bulk-creation' > 'Upload template'.
Once the template document is complete, export it to the format '.docx', and use that template to upload to the Leapsome platform.
Once a template is uploaded, you can rename the document, select a language, assign date format, and assign a document a category. You can then generate a document for one or multiple users with this template. The system will use information from the user's profile to input the variables automatically. You can preview the variables table with all user information and, once you're ready to create documents. After, click 'Generate document' and create documents for the selected users.
For example: You can create a template for work contract, which can be used to generate new work contract documents for users with their latest information (e.g., after promotions, salary changes, department changes, etc).
Please note:
- The language drop-down does not translate the template; it is used to organize the templates and use filters to quickly find relevant templates for the languages in which the template was created.
- The date format drop-down can be used to ensure the correct date format is utilized in generated documents that include date variables.
Assign a Document
As an admin, you can assign who to generate documents for. By utilizing the filter function, you can filter for respective users to be assigned the generated document. Once the document is generated, it would appear under "Documents" in the user profiles of the selected users.
To do so, go to Settings > Documents > Templates and bulk-creation > Actions > create documents for users > Select the relevant template > assign to > select relevant users through the filter function.
The document needing a signature will open in a new tab for users to sign it with ease.
Viewing all documents created with a template
If you would like to see all documents created with a template, navigate to Settings > Documents > Templates and bulk-creation > click on the respective template. This will give you an overview page of all documents created with this template, as well as the assignee, signatories (if applicable), status, created by, and time of creation. In this view, you can also send reminders to the signatories or void the document.
For more information on voiding documents, please go to this article.