> For the complete documentation index, see [llms.txt](https://support.docstudio.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.docstudio.com/user/template-builder/template-editor/how-to-add-external-documents-to-a-template.md).

# How to Add External Documents to a Template​

### 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

{% hint style="info" %}
By default, an envelope can contain up to **50** external and PDF documents in total. Your system admin can change this limit.
{% endhint %}

### Add an external document to a template

{% columns %}
{% column %}

1. Open the **Documents** panel.
2. Click the <img src="/files/ekbMrgh2yIWE1HFR3sA3" alt="" data-size="line"> button.
3. Select **External**.

{% hint style="info" %}
The new document appears under the first structured document. By default, it’s assigned to **Sender**.
{% endhint %}
{% endcolumn %}

{% column %}

<figure><img src="/files/DsAeCmDYAuuPhdxTQAlQ" alt="" width="170"><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

### Configure document properties

1. Select the external document in the template.
2. Update the document properties.

{% hint style="warning" %}
The maximum allowed size is **5 MB** per file and **25 MB** per envelope in total.
{% endhint %}

{% columns %}
{% column width="58.333333333333336%" %}
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)
  {% endcolumn %}

{% column width="41.666666666666664%" %}

<figure><img src="/files/V6vUuY7ByBy6CCGroPtg" alt=""><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

### Restrict viewing by role

{% hint style="info" %}
The role that uploads the file cannot be restricted from viewing that document.
{% endhint %}

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 <img src="/files/oxDbSexJY1oBj7hMe96d" alt="" data-size="line"> button in the document properties.
7. Click the <img src="/files/cHTSJ6l0r13Hxu1cwsgp" alt="" data-size="line"> 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.

{% tabs %}
{% tab title="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`
{% endtab %}

{% tab title="File" %}
`.pdf, .doc, .docx, .xls, .xlsx, .xlsm, .xlsb, .xml, .dbf, .txt, .rtf, .csv, .xps, .eml, .msg, .emlx, .rpmsg, .crt, .pem, .der, .cer, .ppt, .pptx`
{% endtab %}

{% tab title="PDF document" %}
`.pdf`
{% endtab %}

{% tab title="Image" %}
`.png, .jpg, .jpeg, .tiff, .tif`
{% endtab %}

{% tab title="Archive" %}
`.zip, .7z, .rar`
{% endtab %}
{% endtabs %}

### 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** ![](/files/uAUQhDjmbXg2EPu5fnnt) icon.
2. Click the <img src="/files/oEScpjogkx0tap18ujRR" alt="" data-size="line"> 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** ![](/files/uAUQhDjmbXg2EPu5fnnt) icon.
2. Click the <img src="/files/xHPbi9SCPV2ZnMd1FwfU" alt="" data-size="line"> icon.

{% hint style="warning" %}
Deleting the external document removes it and its configuration from the template.
{% endhint %}

{% columns %}
{% column %}

<figure><img src="/files/XbjiZQARwCriRjUHtbjW" alt=""><figcaption></figcaption></figure>
{% endcolumn %}

{% column %}

<figure><img src="/files/RrOWBjj1BXoZUnsSxaC2" alt=""><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

### Related topics

* [How to Add PDF Documents in a Template](/user/template-builder/template-editor/how-to-add-pdf-documents-in-a-template.md)
* [How to Create a Structured Template](/user/template-builder/template-editor/how-to-create-a-structured-template.md)
* [External Documents in the Envelope](/user/external-documents-in-the-envelope.md)