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Smart Templates let you turn commonly used documents into reusable, fillable templates. Instead of recreating the same forms every time, you can prepare them once and send completed documents in just a few clicks. They help teams stay consistent, reduce manual effort, and speed up everyday document workflows.

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Overview

With Smart Templates, you can:
  • Reuse frequently sent documents and forms
  • Add fillable fields for faster, error-free data entry
  • Include standard elements like logos, disclaimers, and signatures
  • Reduce repetitive setup and manual mistakes
  • Send documents faster using a consistent format

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Common use cases

Smart Templates work well for many everyday business scenarios, such as:
  • Client onboarding and intake forms
  • Agreements and authorizations
  • Internal approvals and confirmations
  • Vendor or partner communications
  • Routine outbound documents sent repeatedly
By standardizing these documents, teams save time and ensure every send follows the same structure.

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Accessing Smart Templates

  1. Go to Settings → Fax Settings → Smart Template.
  2. Choose between:
    • My Templates – Templates created by you or your team
    • Gallery – Ready-made templates you can customize and reuse

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Creating a new Smart Template

  1. Click New Templates.
  2. Upload or scan a document to use as the base.
  3. When the editor opens, add content blocks and fillable fields as needed.
  4. Click Save to store the template for future use.
Smart Templates are designed for reuse. Fillable fields can be completed each time before sending.

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Available content blocks

You can enhance your templates using built-in content blocks, including:
  • Text
  • Image
  • Fax logo
  • Standard disclaimers
  • Badges
  • QR code
  • Page controls
  • Delivery time
These blocks help keep documents consistent and professional.

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Fillable fields

Smart Templates support multiple fillable field types, including:
  • Fax number
  • Text fields
  • Email
  • Company
  • Date
  • Signature
  • Checkbox
Fields can be placed anywhere on the document and filled in before sending.
Use fillable fields for information that changes frequently, such as recipient details, dates, or reference numbers.

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Using AI to generate templates

If you don’t see a suitable starting point, you can use Generate with AI to automatically create a structured template based on your needs. This is useful when you want to get started quickly without designing a template from scratch.

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Sending documents with Smart Templates

  1. Select a Smart Template.
  2. Fill in the required fields.
  3. Review the completed document.
  4. Send it as usual.
Documents sent using Smart Templates consume 2× credits per page.

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Healthcare-specific workflows

In regulated environments like healthcare, Smart Templates are often used for referrals, authorizations, consent forms, and records exchange—helping teams stay compliant while reducing repetitive setup.

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FAQs

Template creation depends on your account permissions. Typically, admins and authorized users can create and manage templates.
Yes. Templates can be updated at any time, and changes apply the next time the template is used.
No. Smart Templates are optional and are designed to speed up and standardize common workflows.
Yes. You can add signature fields to templates for documents that require signing before sending.