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Best Practices: Creating the Perfect DOCX Template for ZapSign

Automate your documents using templates and dynamic fields. To ensure perfect results and avoid formatting errors, it is essential to create your original file in Microsoft Word (.docx) following these best practices:

1. Page Configuration

A great design starts with a solid foundation:

  • Page Size: Always use the A4 format (210mm x 297mm).

  • Margins: We recommend setting margins to 2 cm (approx. 0.8 inches) on all sides (top, bottom, left, and right). Avoid narrow margins as they can cause display issues.

  • Clear Footer: Leave at least 3 cm (1.2 inches) of empty space at the bottom. ZapSign automatically inserts a security hash code in this area upon completion. Do not place important text in the footer.

2. Typography and Fonts

Use approved fonts to ensure your layout doesn't shift during PDF conversion. We recommend a font size of 11 or 12 pt and a line spacing of 1.15.

Recommended Fonts:

  • Modern: Montserrat, Poppins, Inter, Roboto, Open Sans, Arial.

  • Classic: Calibri, Cambria, Garamond, Times New Roman, Zodiak.

  • Symbols: Wingdings, Noto Sans Symbols.

3. Dynamic Fields

If you are automating data, follow these "golden rules" for variables:

  • Format: Always use double curly brackets: .

  • No Special Characters: Avoid using periods, hyphens, or symbols inside the brackets (e.g., use instead of ).

  • Consistency: Keys with the same name must be identical. An extra space (e.g., kb-article-module-5) will cause the system to treat it as a different variable.

4. How to Position Signatures

ZapSign offers three ways to define where your signers will sign. Choose the one that best fits your workflow:

A. Anchor Text via API (Recommended Option) 🌟

This is the most precise method. You insert a specific text identifier directly into the Word document so the system knows exactly where to place the signature.

How to use: Type the code <<signer1>> at the exact spot for the signature.

Design Tip: We recommend setting the anchor text color to white. This way, the system recognizes the location, but the code remains invisible in the final document.

B. Coordinates (Manual Setup)

When configuring your template on the web platform, you can drag and drop signature fields to the desired position on the document. This is ideal for documents with a fixed length.

C. Fixed Lateral Signature via API

This adds a signature block automatically to the left or right margin of every page.

Note: This option does not include the "handwritten" signature. Instead, it features a technical text certifying the document was signed, including the exact date and time.

5. Graphics and Tables

  • Logos: Always place logos in the Header of the document.

  • Shapes: Avoid using "Insert > Shapes" (like floating rectangles or text boxes). These elements often shift during the conversion to PDF.

  • Images: Do not use images as backgrounds (watermarks), as they interfere with the readability of variables and signatures.

  • Tables: Use them to organize data, but avoid placing signature fields or complex variables inside them.

6. Saving and Final Validation

  • File Format: Always save your file as .docx. Never use online "PDF to Word" converters, as they generate "dirty" files that break the layout.

  • Flow: Use "Page Breaks" instead of pressing "Enter" multiple times to move to the next page.

  • Test: Before using the template with real clients, run a test by sending the document to your own email to verify that everything is correctly positioned.