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Templates in Foxit DMS (Document Management System)

Explains how to create and use document templates in Foxit DMS.

Answer

This article explains how to create, use, and manage templates in Foxit DMS, including Standard File Templates and eSign Templates.

 

Getting Started with Templates in Foxit DMS

Working with Standard File Templates

Working with eSign Templates

 

Getting Started with Templates in Foxit DMS

Templates in Foxit DMS allow you to create reusable document formats to standardize and speed up document creation. They are best suited for scenarios where you frequently create documents with the same format, such as reports, forms, contracts, or internal documents.

Types of Templates

Foxit DMS supports two types of templates based on how they are used:

Standard Files

Templates created from uploaded documents (such as PDF, Word, Excel, or PowerPoint) that can be reused to generate new files with the same format and structure.

eSign

Templates designed for electronic signature workflows. These templates allow you to predefine fields, making it easier to send documents for signing in recurring scenarios.

Accessing Templates

To access templates in Foxit DMS:

  1. From the left panel, click Templates.
  2. Select one of the following tabs:
  • My Templates: View templates created by you
  • Shared Templates: View templates shared with you
  1. Within My Templates, choose the template type:
  • Standard Files: File-based templates (e.g., PDF, Word, Excel, PowerPoint)
  • eSign: Templates used for signature workflows

Working with Standard File Templates

Once created, Standard File templates can be used to generate new files, organized using metadata and tags, updated through version history, and managed through actions such as edit, download, duplicate, rename, and share.

Create a Standard File Template

To create a Standard File Template:

  1. Navigate to Templates → My Templates.
  2. Ensure Standard Files is selected.
  3. Click + Template.
  4. In the Create New Standard File Template modal:
  • Enter a Template Name.
  • Add a Description (Optional).
  • Upload a file by:
    • Dragging and dropping the file, or
    • Clicking Browse Repository to select an existing file from My Files.
  1. Click Create Template.

The template is saved under My Templates and is available for use.

Supported file types

You can create Standard File Templates using the following file formats:

  • PDF (.pdf)
  • Word (.docx)
  • Excel (.xlsx)
  • PowerPoint (.ppt)
Use a Standard File Template

You can use a Standard File Template to quickly create a new file with the same format and structure as the template.

To use a Standard File Template:

  1. Navigate to Templates → My Templates.
  2. Select a template from the Standard Files tab.
  3. Open the template.
  4. Click Use Template.
  5. Confirm to create the file.

The new file is saved in My Files and can now be used and edited as needed.

Files created using the template are listed in the Created From This Template section on the template’s Details page. This list shows only the files you have created and is visible only to you, even if the template is shared.

Organize Templates with Metadata and Tags

You can organize Standard File Templates using metadata and tags in the same way as files, making them easier to search, filter, and manage.

  • Metadata provides structured information to support filtering and organization.
  • Tags allow you to categorize templates based on type, purpose, or department

You can apply up to 10 metadata fields and 10 tags to a template.

To apply metadata or tags:

  1. Open the template from Templates → My Templates.
  2. Go to the Details section.
  3. In the Overview section, click Modify.
  4. Add metadata fields or tags:
  • Select from existing metadata fields or tags, or
  • Create new ones
  1. Click Save.

To remove metadata or tags:

  • Remove a metadata field by clicking the delete icon, or remove a tag by clicking the ‘x’ icon.
  • This action removes the metadata field or tag only from the template and does not delete it from the global metadata or tag library.

To learn more about metadata and tags, see: DMS_Metadata & Tags

Manage Template Versions

Standard File Templates support versioning, allowing you to update templates while maintaining a complete version history.

Each time you upload a new version:

  • A new version is created instead of overwriting the existing one.
  • Versions are labelled sequentially (V1, V2, V3, etc.).
  • The most recent version is marked as Current.

To manage template versions:

  1. Open the template from Templates → My Templates.
  2. Go to the Version History section in the Details page.
  3. Choose an action:
  • Upload New Version: Add an updated file as a new version
  • Restore: Revert to a previous version
  • Download: Download a specific version
  • Delete: Remove older versions (the Current version cannot be deleted)

Important behaviour

  • New template versions can be uploaded in a different file format (for example, replacing a PDF with a DOCX).
  • Updating a template version does not affect files already created from the template.
  • With each version update, the template retains its display name, while each version in the Version History section reflects the file name at the time of upload.
Template Actions

You can perform the following actions on Standard File Templates to manage them effectively.

Edit

To edit a template:

  1. Open the template from Templates → My Templates.
  2. Based on the file type:
  • For PDF templates, click Edit → Open in PDF Editor Cloud.
  • For Word, Excel, or PowerPoint templates, click Edit in Microsoft Word/Excel/PowerPoint for the web.
  1. Make the required changes to the document.

When you save changes, the updated file is saved as a new version of the template and becomes the Current version.

Note:

  • Editing a template works the same way as editing a file in Foxit DMS.
  • Changes made to the template do not affect files that were previously created from it.

Share

You can share a Standard File Template with internal or external users to allow them to access and use the template.

To share a template:

  1. From Templates → My Templates, click More Actions and select Share, or open the template and select Share from the Participants section.
  2. In the Share window:
  • Enter the recipient’s email address or select a user group
  • Assign a role (Viewer or Editor)
  • Set an expiration date for access (Optional)
  1. Click Share.

Recipients will receive an email notification and can access the shared template based on the assigned permissions. You can update roles and manage or remove access at any time from the share modal or Participants section.

Note: Sharing a template works the same way as sharing a file in Foxit DMS. For more details, see: DMS_Share

Download

To download a template:

  1. From Templates → My Templates, do one of the following:
  • Click More Actions next to the template and select Download, or
  • Open the template, then click More Actions in the Details view and select Download.

The template is downloaded in its current format and can be accessed locally.

Duplicate

To duplicate a template:

  1. From Templates → My Templates, click More Actions and select Duplicate, or open the template and select Duplicate from the More Actions menu.
  2. In the Duplicate File modal, choose whether to:
  • Copy metadata fields and values
  • Retain tags
  • Retain sharing permissions and access
  1. Click Duplicate.

The duplicated template is saved as a new item and can be edited or updated independently of the original template.

Rename

To rename a template:

  1. From Templates → My Templates, click More Actions and select Rename, or open the template and select Rename from the More Actions menu.
  2. Enter the new name.
  3. Click Save.

The updated name is reflected across the template and its associated views.

Activity Tracking

Foxit DMS maintains an activity log for each Standard File Template, allowing you to track actions performed on the template over time.

You can view activity logs from the Activity tab in the template’s Details page. Each entry shows the user, action performed, and timestamp.

Tracked activities include:

  • Template creation
  • Download, Rename, Duplicate
  • Sharing and permission changes
  • Metadata and tag updates
  • Version-related actions (such as upload or restore)

Note: Activity logs are system-generated and cannot be edited.

Working with eSign Templates

To use eSign templates in Foxit DMS, you must first connect your Foxit eSign account. You can connect your account by navigating to Settings → eSign Account, or by following the prompt displayed in the eSign Templates tab if your account is not already connected.

Once connected, all templates from your Foxit eSign account are displayed in the eSign Templates tab in DMS.

Note: eSign templates are managed in your Foxit eSign account and are synced to DMS for use.

To use an eSign template:

  1. Click Use on the desired template.
  2. The eSign flow opens in an embedded view.
  3. Add recipients, assign roles, and complete the required fields.
  4. Send the document for signing.

After sending, the document appears in the Envelopes tab, where you can track its status.