How to Create and Configure a Template

This document explains how to create and configure a template in DocStudio.

See the Glossary for DocStudio term definitions.

Create a template

1. In the left sidebar, open Templates.

2. Click the button.

The template editor opens.

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.

Add external or PDF documents

You can add external documents or PDFs to the template.

1. Click the button.

2. Choose the document format: — External — PDF document

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)

To learn more, read External Documents in Templates or PDF documents.

Fields tab

Use Dynamic Fields to add fields to a structured document.

See Template Dynamic Fields for the full list, including:

• Text field

• Number field

• Currency field

• Number to text Field

• Choice field

• Checkbox field

• Dropdown field

• Dictionary field

• Lookup field

• File field

• Table field

• Duplicate field

• Formula field

• Autonumber field

• QR/barcode field

• Signature field

Template settings

Template settings are available right after creation.

Use the Template and Flow tabs.

Template tab

Use Template for the main details and settings.

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 icon to change the template’s location and access level.

Set the template location

In the modal, create or select a folder.

Set the template access level

All templates are accessible at the mailbox level by default.

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

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.

Share with community When enabled, the template can be shared with the community.

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

Please note that files with public access settings can be published on the Internet.

Envelope properties

• Subject — Set up the subject format

• Message — Envelope message. Visible to users in the inbox.

Recipient experience

Delegation is denied — prevents recipients from delegating their assigned action to another user.

Do not send files by email — prevents DocStudio from sending envelope files by email.

Restrict envelope archive downloading until envelope completion — prevents users from downloading the envelope archive before the envelope is completed.

Show metadata — displays envelope metadata to recipients if metadata exists for the envelope.

Set expiration — 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.

Flow tab

The Flow tab contains participant roles.

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.

To add a role, click the Add participant button.

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.

You can leave Mailbox empty. The sender selects the recipient when sending.

Use Mailbox UUID to pre-assign a specific mailbox.

Finalise the template

When you finish the setup:

1. Click the button to save the template without sending.

2. Click the button to create and send an envelope.

When you click Send, the template is saved automatically.

You can send an envelope only when all required fields are filled in.