How to Add External Documents to a Template​

This document explains how to add and configure external documents in templates, including allowed file types and signature fields.

What is an external document

An external document is a file slot in a template. A specific role uploads the actual file into that slot in an envelope.

Use an external document when the file must be added later during envelope preparation or completion.

Use a PDF document when you want to upload the PDF to the template itself or leave it empty for later upload.

Examples:

• supplier invoice

• signed scan from a third-party system

• supporting attachments

By default, an envelope can contain up to 50 external and PDF documents in total. Your system admin can change this limit.

Add an external document to a template

1. Open the Documents panel.

2. Click the button.

3. Select External.

The new document appears under the first structured document. By default, it’s assigned to Sender.

Configure document properties

1. Select the external document in the template.

2. Update the document properties.

The maximum allowed size is 5 MB per file and 25 MB per envelope in total.

You can configure:

• role (who uploads the file)

• file name (placeholder shown before upload)

• tooltip (optional helper text)

• optionality (required or optional)

• allowed file type group (restrict file formats)

• advanced settings (control who can view the file)

Restrict viewing by role

The role that uploads the file cannot be restricted from viewing that document.

1. Open the template in edit mode.

2. Select the external document.

3. Open Advanced settings.

4. Click Access setting.

5. Clear the checkboxes for the roles that must not view the document.

6. Click the button in the document properties.

7. Click the button in the top-right corner to save the template.

Allowed file type groups

Select a file type group to limit what users can upload to this external document.

All

.pdf, .doc, .docx, .xls, .xlsx, .xlsm, .xlsb, .xml, .dbf, .txt, .rtf, .csv, .xps, .eml, .msg, .emlx, .rpmsg, .crt, .pem, .der, .cer, .ppt, .pptx, .png, .jpg, .jpeg, .tiff, .tif, .zip, .7z, .rar

File

.pdf, .doc, .docx, .xls, .xlsx, .xlsm, .xlsb, .xml, .dbf, .txt, .rtf, .csv, .xps, .eml, .msg, .emlx, .rpmsg, .crt, .pem, .der, .cer, .ppt, .pptx

PDF document

.pdf

Image

.png, .jpg, .jpeg, .tiff, .tif

Archive

.zip, .7z, .rar

Add signature fields to an external document

You can place signature fields on an external document after you add it to the template.

1. Open the external document.

2. Drag a signature field from the toolbar onto the document.

Duplicate an external document

1. In the document header, click the Context menu icon.

2. Click the icon.

DocStudio creates a copy of the external document slot with the same settings.

Delete an external document

1. In the document header, click the Context menu icon.

2. Click the icon.

Deleting the external document removes it and its configuration from the template.

Related topics

• How to Add PDF Documents in a Template

• How to Create a Structured Template

• External Documents in the Envelope