📄 Template vs. Workflow in Aline: What’s the Difference?
One of the most common questions we receive is:
What’s the difference between a Template and a Workflow?
While they’re closely connected, they serve very different purposes in Aline. This guide explains how each works and when to use them.
🧭 Overview
A Template is a reusable structure.
A Workflow is what happens when that structure is sent out for signature, approval, or collaboration.
Think of it this way:
🧱 Template = The blueprint
🚀 Workflow = The live transaction
What Is a Template?
A Template is a pre-built agreement structure that you can reuse over and over again.
Templates typically include:
The contract language (e.g., NDA, MSA)
Signature blocks
Assigned signers
Custom fields
Signing order
Optional approval tasks
Templates act like a form — ready to be launched whenever you need it.
How to Create a Template
Click Templates in the left-hand navigation.
If none exist, click Create New Template.
Upload or drag in your document.
Click Signing to:
Add signers
Assign signing order
Add signature fields
Add approval tasks if required (e.g., Legal approval before signature).
Make sure your team has access permissions so they can view and use the template.
Once saved, your template is ready to launch anytime.
What’s Inside a Template?
When you open a template, you’ll see:
Assigned signers
Signing order
Signature and text fields
Any required approval tasks
A summary page
Everything is pre-configured so you don’t have to rebuild it each time.
What Is a Workflow?
A Workflow begins when you launch a template or send a document out into the world.
When you:
Click Launch Workflow from a template, or
Start a new workflow manually
You are creating a live transaction.
Workflows are used for:
Sending documents for signature
Collecting approvals
Managing third-party paper
Tracking signing status
▶️ How to Launch a Workflow from a Template
Go to Templates.
Hover over the template you want to use.
Click Launch Workflow.
Give the workflow a name (required).
Add or confirm your counterparty signer.
Click Continue.
Replace or Add Documents Before Sending
Before sending, you can:
Replace the template with third-party paper
Upload supplemental materials
Add additional documents
Remove unnecessary documents
This gives you flexibility even after launching.
Review Fields and Tasks
Inside the workflow:
You’ll see all pre-built fields assigned to the correct signer.
You can adjust formatting and clean up signature blocks.
If approval tasks are required, signing will be disabled until those tasks are completed or removed.
⚠️ Signing cannot begin if required tasks are still active.
Send for Signature
Once everything is ready:
Click Continue.
Select Send for Signature (if tasks are cleared).
Click Start Signing.
The workflow will now show as:
In Signing Process
Awaiting Signature
You can:
Click Remind to send reminders
Track signing order
Monitor activity from the summary page
🔄 Need to Change a Signer?
If you need to update the recipient email:
Click Revert to Draft.
This cancels the current signature request.
Edit the signer details.
Relaunch the workflow.
⚠️ Reverting to draft cancels any in-progress signature.
🎯 Key Differences at a Glance
Template | Workflow |
Reusable structure | Live transaction |
Stores agreement language | Sends agreement for action |
Contains preset fields & tasks | Tracks signature & approvals |
Used repeatedly | Created each time you send |
📝 Summary
Use a Template when you want a reusable, pre-configured agreement with built-in signers and approvals.
Use a Workflow when you’re ready to:
Send a document for signature
Manage approvals
Replace with third-party paper
Track signing progress
Templates are the foundation. Workflows are the execution.