For forms requiring electronic Signatures or eSign Requests, you can create signature fields that can be added for you and/or your client to a document you uploaded to Canopy.
How to Send an eSign Request (Video Guide)
This feature allows you to prepare and send eSign requests directly from a client’s Files. eSign templates let you pre-place signature, initial, and date fields on standardized documents you send frequently—saving significant prep time. You can now apply multiple eSign templates to a single request when the request includes multiple documents or mixed form types. Templates must match the specific document or form they support.
Value to Firms
Quickly place the correct signatures—especially when a client uploads a merged document containing different forms (e.g., 8878 + 8879). This reduces errors and field-mapping time during tax season. Templates eliminate repetitive field placement and ensure accuracy for standardized IRS forms and common firm documents.
Table of Contents
Create an eSign Template
Go to Templates.
Select eSign to open the eSign Templates Dashboard.
Dashboard Tabs
Presets: Duplicate or edit preset templates using the three dots.
Team: Templates visible to your entire team.
Private: Templates visible only to you.
Draft: Work-in-progress templates you can return to later.
Click Create template.
Enter the Template Title (best practice: name the template after the form type, e.g., “8879 – Taxpayer”).
Upload a file or choose a file from existing client files.
Click Next while Canopy prepares the document.
Add Signers
Select + Add signer.
Check the signer roles needed for this document (e.g., client, spouse, accountant).
If needed, select + Create custom signer.
Click Done when all signer roles are added.
Tip:
Because this is a template, signers are added by role only. You will assign actual people later when applying the template to a client’s document.
Add Fields
Click + Add signers.
Check the box next to each signer required on the document.
Signer Types
Client Signers: The client and any linked contacts.
Team Members: Internal staff tied to the client.
Additional Signers: Add a custom signer using name + email and send via secure link.
Shared Emails:
If two clients share one email address, add both individuals separately. Each receives a unique secure link.
Place eSign Fields
Open the Fields tab.
Select a signer from the dropdown.
Drag and drop Signature, Initial, or Date fields onto the document.
Repeat for each signer.
Move or remove fields as needed.
Optional: Enable Signer Authentication when required (e.g., 8878, 8879).
Tip:
Avoid placing fields on top of existing text—especially if the client has already entered information.
Finalize Template Settings
Open the Settings tab.
Review the Template Title and Request Title.
Optionally add a default message that will appear when sending requests.
Choose whether the template should be visible to the team.
Click Save template, or select Save as draft if unfinished.
Your template is now ready to use.
Initiate an eSign Request
Go to Clients > Client List, and select a client.
Open the Files tab.
Right-click a file and select eSign Request.
If no files exist, upload one first.
Continue to the eSign editor.
Heads-up:
Eligible file types include PDFs, Word files, Excel files, and CSVs. Some IRS forms require handwritten signatures—confirm requirements before sending.
Apply Multiple Templates (New)
You can now apply more than one eSign template within a single request. This is especially helpful when clients upload merged documents containing multiple form types.
How to Apply Templates
Scroll to the page you want to add eSign fields to.
In the upper-left corner of that page, click the Template icon.
Select the template that matches that specific form or page to apply the template.
Scroll to the next page requiring a different template.
Click the Template icon again and choose the appropriate template.
Repeat for all additional pages or documents.
Heads Up!
Templates must match the document they’re applied to (e.g., apply your 8878 template only to an 8878 page).
This replaces the previous limitation where only one template could be applied per request.
Assign Signers
Go to the Signers tab.
Click Assign next to each signer role and select the correct client/contact.
Use the three dots to unassign or reassign.
To add someone not included in the template, select + Add Custom Signer.
You will need to manually place fields for any additional signers added at this stage.
Review Fields
Open the Fields tab.
Verify that all fields from the template are placed correctly.
Adjust as needed before sending.
Adjust Settings
Go to Settings.
Add a due date or reminder, and modify the message if needed.
Select Send now.
If you are a signer, Canopy will prompt you to sign before sending.
Send the Request
Open the Settings tab.
(Optional) Add a due date, reminder, and message.
Click Send now.
If you haven’t signed your own fields, the system will prompt you to sign before sending.
Clients receive a secure link valid for 30 days and can sign via email or through the client portal.
Client Signing Experience
Clients receive an email with a secure link valid for 30 days.
They click the link to sign.
If they close the tab, the request remains active.
Clients with portal access can sign directly from their portal as well.
View and Update eSign Tasks
Navigate to the client’s Tasks tab.
Locate the automatically created eSign Request task.
Click the task to view its details.
Update status, assignees, or due dates as needed.
Click Update task to save changes.
When all signers complete the request, they are notified and can download the signed document.
Troubleshooting
If the eSign Request option does not appear:
Ensure the file is stored in the client’s Files.
Check your role permissions with your admin.
Verify that eSign is included in your subscription plan.
Summary
This workflow enables fast, accurate eSign preparation. The new ability to apply multiple templates ensures each form in a merged document receives the correct field placement—reducing prep time and ensuring compliance for tax-specific forms like 8878 and 8879.
Need help?
Contact Support or ask Penny, our AI Support Bot, for assistance.
Related Article:
View and Update eSign Tasks - (Delete eSign Request before it's signed)