QCDS Templates: Reusable Preparation vs Sent Requests

A QCDS Template is reusable preparation; a sent Request is a specific signing transaction. Understanding that boundary is essential because Template edits are meant to improve future work, while an already-sent Request preserves the exact document, fields, participants, and evidence used for that transaction.

What a Template Is

A Template stores reusable document preparation inside a QCDS workspace. It can include the protected PDF document version, field layout, signer-role assignments or defaults, field properties, and other builder configuration used to start future signing work.

Templates have saved versions and a published version. You can create a later editable draft, validate it, and publish a newer version without rewriting transactions that were already created from an earlier version.

What Happens When You Use a Template

When QCDS creates a Request draft from a Template, it copies the selected published version—or a valid current draft when allowed—into a one-time Request snapshot. QCDS records the source Template public ID, source Template version, version number, copy time, and a snapshot hash.

The new Request draft starts with transaction-specific participant, field-value, signature, token, evidence, and audit collections separated from the reusable Template. That is the handoff from reusable preparation to one signing transaction.

Why Later Template Edits Do Not Change Sent Requests

Once a Request has its own frozen snapshot, changing the Template's PDF, moving a field, editing a label, changing a default assignee, or publishing a new Template version affects future work. It does not retrofit those changes into an older sent Request.

This separation protects both usability and evidence: you can safely improve a Template while completed or in-progress Requests continue to represent exactly what was sent.

Use the Right Object for the Change

  • Edit the Template when the change should apply to future Requests.
  • Edit the unsent Request when the change is specific to one upcoming transaction.
  • Use Request delivery/recovery controls for problems on an already-sent Request instead of trying to repair it by editing the Template.

Example

Suppose Template version 3 is used to send Request A. You then create a new Template draft, move a signature field, and publish version 4. A later Request B can use version 4, but Request A remains tied to the version and snapshot it already captured.

Verify the Boundary

  • Open the Template and identify its current draft/published version.
  • Create a safe test Request and confirm QCDS records its Template source/version.
  • Change and republish the Template.
  • Confirm the older test Request remains unchanged while a newly created Request uses the newer preparation.

Community Discussion

Want to compare workflows, share practical tips, or discuss how you use this QCDS feature? Visit the QC Digital Signature Community. For private support, bug reports, account-specific issues, or feature requests, use the QuantaCade support system.