Document Templates of type HTML › 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 an HTML 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
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 inserting signatures

Procedure

Navigate to All > Document Template > All Document Templates.
Select the HTML template you want to use.
Configure the required template and select Submit.
In the Participants related list, select New.
On the form, fill in the fields:

Field	Description
Name	Display name of the mapped participant.
Action	Type of action performed by the participant: SignNote: In addition, the participant can choose to decline signing the document. The option to decline signing appears only when the Signing Type is ServiceNow. For more information, see Sign an HTML document.
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 do not 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 the User field, the Participant email field will be an optional field. When you don't select a value in User field, 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.
Table	Table \(sys\_user table or any table extending sys\_user table\) from which you're choosing to populate the variables.
Document template	Name of the document template.
Document task template	Template selected on the Document Template task table to populate additional details for the document task, such as description and short description for sign tasks. Note: If additional details aren't defined, the default values of the template are used in the document template task.
Advanced script	Option to display the Script field.
Script	Script indicating the participant conditions with User ID, Participant name and Participant email. This field is enabled only when the Advanced script field is selected.
Optional	When enabled, a participant will be skipped if the participant name and email is not available. This check is done during runtime only and not while configuring the template.
Signature height	Option to indicate the height of signature.
Signature width	Option to indicate the width of signature.

Select Submit.