# How to Create and Configure a Template

### Create a template

1. In the left sidebar, open **Templates**.
2. Click the <img src="/files/2llIPKcd3sPlYr1bz7dQ" alt="" data-size="line"> button.

The template editor opens.

![](https://ucarecdn.com/3821b26b-fc59-4d26-bf5f-aeeb775612c5/image_\(54\).png)

### Structured document

**Structured document** is the **default** document type for structured, data-driven templates. It lets you insert dynamic fields (text, number, date, choice, dictionary, lookup, etc.), build tables, apply formulas, and add signature elements.

<figure><img src="/files/aD2Cky5d9bjJHDJElQjO" alt="" width="563"><figcaption></figcaption></figure>

### Add external or PDF documents

<figure><img src="/files/4k9EbQQNswpTuJ0amMlO" alt=""><figcaption></figcaption></figure>

You can add external documents or PDFs to the template.

1. Click the <img src="/files/1fuvJeNxmM4UEvUWUAMq" alt="" data-size="line"> button.
2. Choose the document format:\
   — External\
   — PDF document

{% columns %}
{% column %}
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)

{% hint style="info" %}
To learn more, read [External Documents in Templates](/user/template-builder/template-editor/how-to-add-external-documents-to-a-template.md) or [PDF documents](/user/template-builder/template-editor/how-to-add-pdf-documents-in-a-template.md).
{% endhint %}
{% endcolumn %}

{% column %}

<figure><img src="/files/EYF4G9fgIRobUMYWWJWj" alt="" width="235"><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

### Fields tab

Use **Dynamic Fields** to add fields to a structured document.

See [Template Dynamic Fields](/user/template-builder/template-dynamic-fields/template-dynamic-fields-overview.md) for the full list, including:

{% columns %}
{% column width="41.66666666666667%" %}

* [Text field](/user/template-builder/template-dynamic-fields/text-field.md)
* [Number field](/user/template-builder/template-dynamic-fields/number-field.md)
* [Currency field](/user/template-builder/template-dynamic-fields/currency-field.md)
* [Choice field](/user/template-builder/template-dynamic-fields/choice-field.md)
* [Checkbox field](/user/template-builder/template-dynamic-fields/checkbox-field.md)
* [Dropdown field](/user/template-builder/template-dynamic-fields/dropdown-field.md)
* [Dictionary field](/user/template-builder/template-dynamic-fields/dictionary-field.md)
* [Lookup field](/user/template-builder/template-dynamic-fields/lookup-field.md)
  {% endcolumn %}

{% column width="58.33333333333333%" %}

* [File field](/user/template-builder/template-dynamic-fields/file-upload-field.md)
* [Table field](/user/template-builder/template-dynamic-fields/dynamic-table-field.md)
* [Duplicate field](/user/template-builder/template-dynamic-fields/duplicate-field.md)
* [Formula field](/user/template-builder/template-dynamic-fields/formula-field.md)
* [Autonumber field](/user/template-builder/template-dynamic-fields/autonumber-field.md)
* [QR/barcode field](/user/template-builder/template-dynamic-fields/qr-barcode-field.md)
* [Signature field](/user/template-builder/template-dynamic-fields/signature-field.md)
  {% endcolumn %}
  {% endcolumns %}

### Template settings

{% columns %}
{% column %}
Template settings are available right after creation.

Use the **Template** and **Flow** tabs.
{% endcolumn %}

{% column %}

<figure><img src="/files/kvsGsc1A7eQlSfIxUS95" alt=""><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

#### Template tab

Use **Template** for the main details and settings.

{% columns %}
{% column %}

<figure><img src="/files/ExCKq4lUCwBeLQIOxYAK" alt="" width="213"><figcaption></figcaption></figure>
{% endcolumn %}

{% column %}

<figure><img src="/files/hbiY1JUnlm3nXF4pzzgN" alt="" width="210"><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

Required fields are marked with a red asterisk (`*`). **Name** and **Description** are mandatory. By default, the template is created in **My Templates**, and access is restricted to the mailbox level. Use the **Edit** ![](/files/GSfrQsZmaUK4tES6hxZR) icon to change the template’s location and access level.

#### Set the template location

In the modal, create or select a folder.

![](https://ucarecdn.com/5de46db1-2643-4bf5-a65e-a15d7cf0abaf/image.png)

#### Set the template access level

{% hint style="info" %}
All templates are accessible at the mailbox level by default.
{% endhint %}

There are three access levels. Each one has a checkbox on the left and a pencil icon on the right:

{% columns %}
{% column width="50%" %}

1. **Selected mailboxes**\
   The template is accessible only to specific mailboxes that you choose.
2. **My account**\
   The template becomes available to all mailboxes within your account.
3. **Everyone**\
   The template is accessible to anyone who has the direct link or the UUID.
   {% endcolumn %}

{% column width="50%" %}

<figure><img src="/files/O5CmvAgLxlXRzEMatjlc" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
**Share with community**\
When enabled, the template can be shared with the community.
{% endhint %}
{% endcolumn %}
{% endcolumns %}

Once you add the template to **Favourites**, it appears in **Templates → Shared with You**.

{% hint style="info" %}
Please note that files with public access settings can be published on the Internet.
{% endhint %}

#### Envelope properties

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

* Subject\
  — Set up the subject format
* Message\
  — Envelope message. Visible to users in the inbox.
  {% endcolumn %}

{% column width="41.666666666666664%" %}

<figure><img src="/files/3hzIiGKAbLXqtQXJnHux" alt=""><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

#### Change expiry day

{% columns %}
{% column width="50%" %}
Use **Change expiry day** to set the envelope validity period.

* Non-expiring envelope: The envelope has no deadline and remains active until signed.
* **Sender will set expiration:** The sender manually sets the expiration date.
* **Set expiration:** The template creator sets the expiration period.
  {% endcolumn %}

{% column width="50%" %}

<figure><img src="/files/71dBhbOdG0qj4Ab7RXij" alt="" width="174"><figcaption></figcaption></figure>

{% hint style="info" %}
Once an envelope reaches its expiration date, it becomes **Expired**, and recipients can no longer sign it.
{% endhint %}
{% endcolumn %}
{% endcolumns %}

#### Additional Settings

{% columns %}
{% column width="50%" %}

* **Delegation is denied**

  When enabled, recipients are not allowed to delegate (reassign) the envelope to another person.
* **Do not send files by email**

  When enabled, envelope files cannot be sent via email.
* **Restrict envelope archive downloading until envelope completion**

  When enabled, users cannot download the envelope archive until the envelope process is fully completed.
  {% endcolumn %}

{% column width="50%" %}

<figure><img src="/files/3AXr9OoiVAKd7KhH0Kd8" alt=""><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

### Flow tab

The **Flow** tab contains participant roles.

{% columns %}
{% column %}
Role types:

* **Sender:**\
  — Creates an envelope from the template and sends it.
* **Assignee:**\
  — The main recipient responsible for completing the required action (e.g., signing or filling in fields).
* **Approver:**\
  — Reviews the document and either approves or rejects it before the process continues.
* **CC (Carbon Copy):**\
  — Receives a copy of the envelope for informational purposes only. No action is required.
  {% endcolumn %}

{% column %}

<figure><img src="/files/yROorEBG1qJlSjdfAzAY" alt=""><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

To add a role, click the **Add participant** button.

{% columns %}
{% column %}
Fill in the role form:

* **Role name** — Enter a custom role name.
* **Let sender set** — Specify a mailbox, an email, or another role as a recipient. Leave it empty if the sender should choose later.
* **Role type** — Choose the role type.
  {% endcolumn %}

{% column %}

<figure><img src="/files/me7C9Gp6u7SOFrTc1q1g" alt=""><figcaption></figcaption></figure>
{% endcolumn %}
{% endcolumns %}

{% hint style="info" %}
You can leave **Mailbox** empty. The sender selects the recipient when sending.

Use **Mailbox UUID** to pre-assign a specific mailbox.
{% endhint %}

### Finalise the template

{% columns %}
{% column %}
When you finish the setup:

1. Click the <img src="/files/swUyPgkMENxuDZyusiHl" alt="" data-size="line"> button to save the template without sending.
2. Click the <img src="/files/Vnr3wLrs5UCyXSAkclvN" alt="" data-size="line"> button to create and send an envelope.

When you click **Send**, the template is saved automatically.
{% endcolumn %}

{% column %}

<figure><img src="/files/K6u2kLJ4kpANHGwDDZep" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
You can send an envelope only when all required fields are filled in.
{% endhint %}
{% endcolumn %}
{% endcolumns %}


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