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 a file into that slot in an envelope.

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 external 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 vs optional)

• allowed file type group

• advanced settings (access settings for the file)

Set viewing access by role

Role that uploads documents to the envelope can not be restricted from viewing the document.

1. Open a templete in edit mode.

2. Open the Documents panel.

3. Click the button.

4. Select External.

5. Click the Document Field to open its properties.

6. Click the Advanced settings.

7. Click the Access setting field.

8. Remove the selected checkboxes from the roles you want to restrict access.

9. Click the button in the Properties of the external document.

10. Click the button in the top-right corner to update the template.

Allowed file type groups

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 document

Image

Archive

Add signature fields to an external document

You can place signature fields on external documents in the template.

1. Open the external document.

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

Clone an external document

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

2. Click the icon.

Delete an external document

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

2. Click the icon.