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Document Templates of type PDF \(Advanced forms\) › Configuring Document Templates › Document Templates › HR Documents › HR Service Delivery › Employee Service Management
Release: Australia · Updated: 2026-03-12 · Official documentation · View source

Create participants for a PDF document template

Define actions and the order of actions for participants. The type of action and order are considered while initiating document tasks.

Before you begin

  • Role required: sn_doc.admin
  • You must define participants only when you want to use the document template flow. If you only want to generate a PDF document, defining participants is not mandatory.
  • This content applies only to the document templates that are created in the Document Templates application (sn_doc).

About this task

[Omitted video] Description: Creating participants and mapping signature blocks

Procedure

  1. Navigate to All > Document Template > All Document Templates.

  2. Select the template you want to use.

  3. Configure the required template and select Submit.

  4. In the Participants related list, select New.

  5. On the form, fill in the fields:

FieldDescription
NameDisplay name of the mapped participant.
ActionType of action to be performed by the participant such as Fill, Sign, or Review.Important: In case of ServiceNow signing, Fill and Review actions are available for a PDF template. In case of external signing, Sign action is available for PDF document template.
OrderOrder in which a task has to be initiated for the participant to complete the action.
User

Mapping user field to a participant.Note:

  • When you select a value, the participant is considered to be an internal user. If Participant Name and Participant Email fields (optional for internal user) are filled along with User field, the electronic signature task will be sent to Participant Name and Participant Email, not the Name and Email from the User field.

When you don't select a value in the User field, the participant will be considered an external user (Participant who does not have access to ServiceNow system). For such participants, Participant Name, Participant Email are to be specified.

  • The value in the User field is cleared when you save or update the template with the Advanced script field selected.
Participant name

Option to specify the name when the defined participant is an external user.Note:

  • When you select a value in User field, the Participant name field will be an optional field. When you don't select a value in User field, the Participant name field will be a mandatory field.
  • The value in the Participant name field is cleared when you save or update the template with the Advanced script field selected.
  • This field is available only when signing type is AdobeSign or DocuSign.
Participant email

Option to specify an email address when the defined participant is an external user.Note:

  • When you select a value in User field, the Participant email field will be an optional field. When you don't select a value in User field, the Participant email field will be a mandatory field.
  • The value in the Participant email field is cleared when you save or update the template with the Advanced script field selected.
  • This field is available only when signing type is AdobeSign or DocuSign.
TableTable \(sys\_user table or any table extending sys\_user table\) from which you're choosing to populate the variables.
Document templateName of the document template.
Document task templateTemplate selected on the Document Template task table to populate additional details for the document task, such as description and short description for fill, sign and review tasks. Note: If additional details aren't defined, the default values of the template are used in the document template task.
Due date sourceDue date for the document task that is created for that participant.
Date offset typeDue date for the document task is picked from the task record. Additionally, you can offset the due date by days, weeks or months.
Advanced scriptOption to display the Script field.
ScriptScript indicating the participant conditions with User ID, Participant name and Participant email. This field is enabled only when the Advanced script field is selected.
OptionalWhen enabled, a participant will be skipped if the participant user and participant email is not available. This check is done during runtime only and not while configuring the template.
  1. Select Submit.

Result

The participant is added to the document template.