PandaDoc FAQs

Unfortunately, there's no way to recover a deleted document. But our support team can do that for you. Please send a request to [email protected] along with the Document Name, Document author email address and approximate date of creation.

Our standard editor does not allow users to stretch an image to the width of the page, however, you can use custom CSS to achieve this. Here are instructions to make an image block a full page width:

Drag and drop an Image Block into your template, then add an image

Click into the Image block, then, in the right-hand menu, select Advanced and enter the custom class for this block (a custom class is a piece of code to specify a block to apply styling to as opposed to all blocks in a document.) In our example (see below), we are usinguser-img_fullbleed;

Repeat it for each image you want to be stretched;

Click More > Design > Edit CSS and insert this code and Save:

.user-img_fullbleed {margin-left: -60px; margin-right: -60px;}

See the screenshots below:

Get familiar with the PandaDoc terminology to better understand our training and help center materials.

Template

A PandaDoc template is a master copy of your key document (your typical Proposal, Agreement, Contract, Forms etc.) that you create within PandaDoc once and then reuse to build and send new documents.

Document

A PandaDoc Document is a single-use document that you create and send via PandaDoc out to recipients.

Content Builder

The PandaDoc Content Builder is a tool to help you build content for your Templates and Documents. It consists of three elements of content: Blocks, Fields, and Variables.

Blocks

These drag-and-drop elements are for building the content of your Template (or Document). For example, a Text Block will allow you to add the text for your Template, “TOC” block will allow you to auto-create the table of content for your Template (Document) etc.

Fields

These are drag-and-drop elements overlaid on the top of your document. They’re used to collect information from your recipient, like when they have to fill out a form.The most popular field isSignature Fieldthat you will use as eSignature tool.

Variables

Variables are text placeholders, designed to help you auto-fill any dynamic information in your document. For example, a document is prepared for [Client.FirstName]. Variables can be created on both templates and documents.

Template Roles

These are placeholders for future document recipients. Template roles will help you set your template up for signing order, workflow, and auto-fill tokens.

Template Theme

A template theme is a design style that you choose or create and set for your template.

Pricing Table (Block)

The PandaDoc pricing table serves as a quoting tool for your templates (documents).

Content Library

The Content Library stores your reusable, modular content. Content can consist of blocks and fields that can be used within PandaDoc.

User Roles

The account permissions that you can set up for each user (from your team). In PandaDoc, there are three permission levels: Team Member, Manager and Admin.

Workspace

A Workspace is an isolated working environment and only its members have an access to documents and other information within it. It’s a great way to separate different teams, divisions or parts of your organization.

Next Steps: Learn PandaDocfundamentals to understand how to use PandaDoc.

Some deals require to collect important information from your customers such as billing address, dates and names. You don’t have to chase them down in emails or document comments, you can use fields.

Your customers will fill out fields right before they sign your document. You will have all the required information in one place - in your document!

Simply drag and drop a field on to your document. Then assign this field to a customer to prompt them to fill it out.

Note:

you won’t be able to send the document until you assign all fields.

Make fields required

If you set the field to Not required, the recipient can complete the document without filling out the field. And vice versa, if you set the field to Required, the client will have to fill out the field before signing the document.

Signature field is set to required by default but you can turn it off. We recommend keeping it required - your client won’t be able to complete the document without putting their signature in.

Click on a field, click the “Properties” icon and on the right-hand panel toggle “Required” on or off.

Allow multiple lines

A textfield is multiline by default. To allow for more lines, resize it! You can switch off this setting in field properties.

Mask data in fields

You can mask field data in a textfield, date and dropdown in case your recipients will be providing sensitive information.

Anybody inside your PandaDoc account who has access to the document will be able to view masked field data. Anybody on the recipients list who is NOT assigned to this field, won’t be able to view masked field data. A PDF won’t show masked field data regardless of who downloads it.

Calling all visual learners: we made videos for you! Watch these 4 short videos to learn everything you need to know to get started with PandaDoc.

PandaDoc tour.

Learn how sales teams and other departments use PandaDoc and find out how to create a professional-looking proposal.

The Power of Templates.

Learn how templates eliminate hours of work and manual errors, learn how to create templates in PandaDoc:

You can also join us for our weekly "Virtual Group Admin Training." In these sessions, we cover PandaDoc fundamentals, account setup, and some best practices with a live Q&A at the end. Click here to sign up or get more info!

Skip to:

Adding products

Adding sections

Adding and deleting columns

Default pricing table columns

Moving rows and columns

Tuning up your pricing table

Pricing table tokens

Grand total

Cost and Profit margin calculation

Letting your customer interact with the pricing table

Include a pricing table in your quotes or contracts, and use it with PandaDoc’s product catalog!

Availability: All plans

To add a pricing table on your document/template, click on the Content tab and drag the Pricing table block on the document body:

Add-on store

Adding Products

You can add products in two ways:

Click on Add Row and type in your product’s information manually.

Click on Add from Catalog and add one or multiple items from your PandaDoc Catalog. (Click here to learn about setting up your Catalog.)

Adding Sections

To make your pricing table more structured, you can add Sections. Just click the Add Section button at the bottom of the table.

Adding and deleting columns

To add a new column, click Add column in the top right corner of the pricing table. You will see a popup with two options: Select (an existing) column and Create empty.

Create empty gives you two options:

Plain text (not part of the formula)

Multiplier (calculated as part of the formula)

Note:

Multiplier can contain only numbers (not \%) and you can add as many Multiplier columns as you want.

Select columnallows you to add columns that were hidden before, or add custom fields from your catalog item.

To deletea column, click on the column header and click the “Remove/Hide” button on the right.

Default columns

By default, your pricing table comes with the following columns:

Name

Price

QTY

Subtotal

SKU (hidden by default)

To hide Price, QTY, Subtotal columns, click on the column header. Then click on Hide Column on the right. Your customers won’t see hidden columns, but their values will still be included in calculations.

To restore a Price, QTY or Subtotal column that is hidden, click “Add column” and select it from the list.

Note:

to add a catalog column to your pricing table, you must add this product from your catalog first.

Moving Rows and Columns

To move a row, click on the row and use the green handle on the left to drag it into place. To move a column, click its header and pull the green handle at the top, like this:

Tuning up your pricing table

In settings on the right, there are several things you can add/modify to customize your pricing table:

Modify the currency

Specify the number of decimals (2 is max)

Add taxes (2 max). You have two options here: line item and total tax. And for the total tax, you can specify an amount in percentage and in your currency.

Add a discount

Show/hide pricing table headers and borders

Show/hide pricing table totals

Pricing table tokens

A token is a merge field designed to auto-populate frequently occurring information. Read more about tokens here.

Limitations

You cannot use tokens in calculation;

You cannot use tokens in the pricing table except for the name column, description, Item name column header, additional plain text columns and additional column headers.

You can use tokens to autofill information about:

Total [PricingTable1.Total]

Discount total [PricingTable1.Discount]

Quantity total [PricingTable1.Quantity]

Grand Total [Document.GrandTotal]

Note:

in order to use a pricing table token you need to work on a template.

Once you add a pricing table to the template body, the predefined tokens will appear on the pricing table settings on the right

When you add the second pricing table, a new set of tokens will appear, etc:

Grand total

To combine two and more pricing tables under one total, you can use Grand total (available onBusiness and Enterprise plans).

Enable it in the Add-on store under Proposal & Quotes.

Then open your template/document with the pricing tables, at the top click Green number to open the Grand total settings. Here you will have options for:

Currency

Source

Grand Total token (if you’re on a template).

Under the Source, you can choose which pricing tables to be included in the Grand Total amount, or you can click on “Custom” and add a custom amount.

Finally, you can use the Grand Total token, click “copy” and add it to your template to have grand total populated in future documents.

Note:

the “Grand Total” currency must match your default currency in order to be recorded on Dashboard / Reporting.

ost and Profit Margin calculation

You can show cost and profit information at the bottom of the pricing table (available onBusiness and Enterprise plans).

Enable it in the under Proposal & Quotes.

Note:

This information is only visible to you and users at your PandaDoc account. It will not show to the recipients of the document.

In the pricing table, cost is calculated by adding up all items Costs, and Profit will show the value and percentage. Profit is calculated by (Price-Cost) / Price.

To add a cost value to your item, click on the row and add an amount on the right.

Warning:

If you do not use a value or 0 (Zero) for the Cost field, when the calculation is performed, it will use the Price value for the Cost value.

Once you added cost data, use the right side settings to switch on “Show Profit and Margin”.

Let your customer choose items and adjust quantity in the pricing table

To give your recipient multiple choice and/or ability to set quantity, so that they can simply check/uncheck products they want to buy, you can set this up by clicking each item and on the right under Row settings, moving the “Optional” and/or "QTY editable" toggles to ON position.

To have your recipient choose only one position from the pricing table, you must add a section first and in Section settings on the right, switch on “Multiple choice section”.

Interacting with this portion of the pricing table, the recipient will be able to choose only one product:

Note:

to give your recipient the ability to interact with the pricing table, you must assign a field to them.

The signing order feature helps you set up your document distribution list so that your document gets sent to one person at a time. The document will only be sent to the next person on the list once the previous signature (or any other field) is completed.

The best practice is to set up a signing order on your template (both editable and uploaded )so that all subsequent documents inherit this setting.

Troubleshooting

How to use the signing order

Warning:

There's no way to change signing order once the document is sent.

Open your template and go to Roles (in a document, go to the Recipients list). Click Signing order and turn the setting on.

Now click and drag the Roles (or Recipients) in the order you want them to receive the document.

Tips for placing CC roles/recipients

Place a CC role before a signer role, and both of them will receive the notification email along with the document at the same time.

Place a CC role after a signer role, and the CC will get notification email along with the document only after the signer completes it.

Troubleshooting

The previous recipient signed but next in line hasn’t received the document.

For the document to flow to the next person, the signer must sign and complete the document.They just need to click on Finalize at the end of the signing process. You will receive a completion notification email and the next person in line will get the document.

You can set up an automated internal Workflow to send documents to designated approvers before sending them to your recipients.

Availability: Business and Enterprise.

Note:

Account owner, Admins or Managers within a workspace can manage Workflow, and act as document Approvers (if selected as an Approver.)

How to use Approval Workflow

The approval Workflow feature is enabled and managed on the template level.

Open a template, click the context menu> Setup Workflow. Use the toggle to enable the Approval option on this template:

To add an approver, simply start typing their name or email address in the popup.

To add a group of approvers, click “+Add Approver Group”, give it a name and add your approvers.

Click “Save” once finished.

Note:

a member of an Approver Group approves the document on behalf of the group.

You can set up Approval order and add the same approver multiple times if you need them to check the document on several stages.

Note:

you cannot reuse the same Approver Group on other templates, you’ll have to re-create it.

Edit/Delete Workflow and Approvers

To review, edit or delete your workflow setup, go to your template, then click the context menu> Setup Workflow.

Click “Approval settings” to manage your Approvers and click the bin icon to delete an individual approver or an entire group:

Use the toggle to switch off Approval on your template:

Note:

you cannot switch on/off Approvals on a document.

What happens if an Approver is deleted from a workspace?

The Approver should be removed from the Workflow prior to being removed from the workspace. If not, the Approver will remain in the Approval Workflow and documents will remain stuck in the approval process. Email [email protected] if your document is stuck.

Sending documents for Approval

Once a document is created, the document creator will send it for approval before it is sent to the recipient:

The document status will change to “To Approve” and the Approver will receive the notification email. They can open the document and will have to options: Approve or Reject.

They can also provide an accompanying comment for the document creator

Once the Approver rejects or approves the document, the document creator will receive an email notification along with the comment (if applicable).

The document status will be Approved or Rejected. If Approved, the document can be sent.

Note:

either Approver or document author can send the document once it’s approved.

If rejected, the document must be edited and resent for Approval.

Latest Activity in Document Infodemonstrates Approval events.

This feature allows you to turn your existing documents into templates to be used multiple times.

When the document is converted into a template, it will add the word “template” to its name, e.g. if the document name was “General NDA”, the template would be called “General NDA template”.

What happens to filled-out variables ?If data has been filled out using variables, the variable name will remain, however, the data will be stripped out.

What happens to filled-out fields ?: Field data will be stripped and the fields will be assigned to a default “Role”.

How to convert a document into a template

Open the document. In the top right, click the ellipses > "Convert to Template."

After the document has been converted into a template, you will have all the options associated with template creation: template roles, workflow, etc.

When you complete documents or make payments offline, it is handy to be able to make your PandaDoc records reflect this change. Being able to change the document status is important for keeping all of your signed contracts in one place.

Plan availability: all plans

While there are eight document statuses, there are only three statues you can manually change your document to: Completed, Expired or Paid.

Manual Status change matrix:

Add-on store

Completed

To keep your documents legally binding, all of our signed and recipient-completed documents will provide a Signature Certificate when the document is Finalized. If you manually change a document to the “Completed” status, there is no Signature Certificate generated.

Example Use Case: You send a PandaDoc document and your recipient prints it, signs it, scans it and sends it back to you as an email attachment. The deal is closed but the document is stuck in your PandaDoc dashboard as “Sent” or “Viewed.” Manually change the status in order to move the document from “Viewed” to “Completed.”

Expired

If you have a document that is no longer valid and doesn’t need a Signature Certificate, you can manually Expire the document.

Example Use Case: You send a PandaDoc document and the recipients don’t sign it. You no longer want the recipients to have access to the document (terms of the deal have expired, etc.) so you want to Expire the document right away.

Paid

If you have a document with a payment block, and the client completes the document (filled in, signed and finalized), but did not complete the payment, the document status will be “Waiting for Payment”. In the event the client pays with an alternative payment method, you can manually change the document to “Paid.”

Note:

a Draft document can only be changed to Paid if it contains a payment block.

Example Use Case: Recipient completes a document with a payment field, but pays in cash or mail-in check, you can use the manual status change to move the document status from “Waiting for Payment” to “Paid.”

Declined

You can move a document to the “Declined” status if a potential client didn’t sign the proposal and the deal is lost. All auto reminders will no longer be sent to the recipients. Learn more here.

How to Manually Change the Status

You can change the status 2 different ways, from the listview or inside the document.

If you don’t find the feature, please ask your Account Owner to enable it in the (found in the bottom left of your PandaDoc account).

Listview

Go to Documents on the left and find your document. Use the context menu on the right and click “Change Status.”

Inside of the document

Open the document and click More > Settings > Find Status,use the context menu and click “Change Status”.

Status change options

When you click “Change Status” you'll see the options:

Status From/To:change a document status per the “status matrix” above.

Private Notes:Provide “private notes” regarding the manual status change.

Attach a file:Attach a file that will be accessible by the Author and the recipients when the manual change is completed. Useful when document was signed or paid offline and a receipt/signed copy was sent to you via email.

Note

You can add files that are up to 25 MB in size.

Notifications:Send a notification email about the status change to all recipients.

Complete the status change

Once you have made the change, added notes and an attachment (all optional), you can review the change by clicking the “See Details” button. This will take you to Activity > Audit Trail, where you can see the changes including Private notes and attachments.

Example of a notification email

If you have set up the manual changes to notify your recipients in, here's the example of this email below.

Recipients view

When the recipient opens the document, they will see the following popup:

Activity reportingcan be used to provide specific details about the activity in your account. Consists of Documents Completed, Revenue generated, Close rate, Time to Close, Document funnel and Leaderboard.

Plan availability:Enterprise

Access Activity Reporting

Once you have gained access, click on the “Reporting” icon on the left side of your PandaDoc account and select “Activity”:

If you don’t find the icon, please ask your Account Owner to enable the feature in the Add-on store (found in the bottom left of your PandaDoc account).

[email protected]

Understanding Activity Reporting

First, you can select a date range.In the top left, select a time period you’d like to get a report for.

Find details about each metric below:

Documents completed

This is a total # of documents completed within a selected date range, including documents in “Paid” and “Waiting for Payment” statuses.

Note,documents are included in this metric based on when they were completedregardless of when they were sent or viewed.

For example,you picked the date range of February 16th to March 16th, 2018. 10 documents weresent and completedwithin this time range, 3 documents weresent before February 16th but were completed within the chosen time period, so the metric will show 13 in total.

Revenue generated

Warning:

This tab will be showing $0 if you are on Editor 2.0. Don't know which version you are using? Find out here.

The sum of the Grand Totals of all documents that were Completed within the chosen date range.

Note:

only documents with Grand Totals in your default currency are included in the Revenue generated metric.

E.g. if your default currency is USD, you have 12 completed docs within the selected time period, but 2 of them have Grand Totals in EUR, the Revenue generated metric will only be for the 10 USD documents.

Time to close

Average time it takes for your documents to get from “Sent” to “Completed” within a selected date range.

For example, you have 33 documents that weresent and completedwithin a selected time period. The system will calculate the average time between the moment they wereSentand the moment they wereCompleted, for example 2.3 days.

Document funnel

Within a selected time period, it shows the number of documents, Grand Totals for each status (Sent Viewed Completed) and Conversion rate (from “Sent” to “Completed”and between each status).

Take a look at the example below:

There are 46 “Sent” docs within the selected date range with the total of all Grand totals equaling $321.225

9 of them have been viewed within the selected date range. Conversion rate from “Sent” to “Viewed” is 19.6\%.

7out of9 viewed documents were completed. Conversion rate from “Viewed” to “Completed” is 77,8\%.

Overall conversion rate from “Sent” to “Completed” is 15.2\%.

Note:

only documents with Grand Totals in yourdefault currencyare included into Revenue calculations.

Also be aware that if you manually changed the status of a document from “Sent”to“Completed”it won’t be included in the Document funnel metric because it never went through the “Viewed” stage.

Why doesn’t the Revenue generated metric match the one in the Document funnel?

The Document funnel covers documents that moved from “Sent” to “Viewed,” then from “Viewed” to “Completed” while Revenue generated shows “Completed” documents only, regardless of when they were sent or viewed.

Leaderboard

Gives you a breakdown of your team’s performance. You can see stats for the entire team or look at individual performance:

Number of “Sent,” “Viewed” and “Completed” documents;

Total of Grand Totals of documents in the “Sent,” “Viewed” and “Completed” statuses.

Document activity report export

You can export a report on document activity within a certain period of time in a CSV file format.

What information is included in a report:

Workspace a document is located in;

User name and user email (Document author);

Document name;

Template name (the template a document was created from, if the document wasn't created from a template, the cell will remain empty);

Template folder (where the template is located);

Document recipient(s);

Document status (upon export);

Created Date;

Updated Date;

Sent Date;

Completed Date;

Grand Total (amount);

Grand Total Currency;

Status Changed Manually (whether a document status was changed manually);

Signed in person (whether a document was signed in person);

Document URL.

Please reach out to our support team at to have it enabled for your account.

Note:

this feature is still in Beta. Do let us know if you see any imperfections, this will help us make the feature run smoother.

Steps to export document activity

Once our support team has informed you the feature is turned on, go to Reporting > Activity, click "Export report (CSV)" in the top right corner. Check your email to download the CSV file.

Inbox is used to keep track of documents that require your signature or that were sent to you from another PandaDoc user. Itshows the information on who created the document, when it was created and the document name.

Note:

you can move your mouse cursor over the date and pop up will show the full date and time. The time is based upon your computer settings.

Accessing the Inbox

Clickthe Inbox icon on the left panel or find it in the dropdown by clicking on your profile picture.

You will see a list of your documents where you can delete inbox notificationsor download a document.

Documents are listed from the newest to the oldest, separated by time, “Today” “Last 30 days” and “Older”.

Click the document name, if you would like to open and review the document.

In PandaDoc, all recipients you send documents to are added to your contact list. Learn here how to add and manage your contacts.

Add new contacts

On the Left, click on the “Contacts” icon, then click on “+New Contact”

add a new contact right on the document

Add information for the new contact record, the only required field is the “Email Address”. Click Save once finished.

Now you can add this contact as a recipient on your documents.

Note:

you can

Edit contacts

Click on the contact record and click Edit button in the top right of the record to edit contact info.

Delete contacts

Go to Contacts, “check” the contact name and click the “Delete” button.

Review documents under a contact

Click on a contact to view all documents sent to this person.

Document Analytics are way to help you track when and how much time your recipients spent on each page of the document.

Watch a short video about analytics:

Analytics are broken down by each Recipient and includes:

Number of times viewed, last time access

Clicking on a recipient:

Times Viewed

Total Time Spent

Last View

PDF Download

If any “Links” where clicked

Note:

Analytics stop tracking 30 seconds after recipient is not on the document

Then by pages:

Percentage of time spent for this page (Takes seconds into consideration)

Time spent on the page

Times viewed of the page

Last time page was viewed

Note

Page Break block doesn't separate the analytics on pages

Find Analytics

Open any sent, viewed or completed Document and click Analyticson the right. If you sent this document to multiple recipients you can click their name to view detailed information.

Warning

Editing a sent document removes its old analytics. If you need to keep current document analytics, duplicate it to send out a new version.

Audit trailprovides a step-by-step history of document status changes.

Open the sent document, clickAudit Trail in the top rightand you will see the list of activities for this document.

Workflow approval

Review workflow approval

If you have enabledfor a template and then used that template for a document, you will see it in the audit trail:

Shorten your time-to-close with a streamlined and transparent contract negotiation process.

Availability: Enterprise

Watch our short video guide:

Enable Redlining

Open a template/document, in the top right corner, click the “...” > View Workflow, next to “In external review” toggle on the functionality. And that’s it! Now you can send the document.

Note:

before sending the document, we recommend exporting it to .docx to make sure the formatting looks good. Click the "..." > Export to .docx.

You can switch this toggle on after the document has already been sent, the recipient only needs to refresh the page to be able to start the redlining process.

If you toggle this setting off while the document is under review by the recipient, all changes will be reverted to the original document version.

Redlining process

Please note, if the reviewer of the document is a member of your PandaDoc account, they will be required to either have a role that gives them access to the document (Manager/ Admin) or be added to the document as a recipient.

Once a recipient opens the document and reviews it, they can start the redlining process by clicking “Suggest edits” in the top right. Next they confirm they want to start the reviewing process by clicking “Start review.” The document sender will receive an email notification when this action happens.

The document is then transferred to the “In external review” status. In order to suggest edits to the document, the recipient clicks “Download the latest version” and opens the downloaded .docx file.

The Microsoft Word document will be automatically switched to the “Track changes” mode so that all parties are aware of the edits.

The recipient adds their suggestions and uploads a new document version back into PandaDoc. Once they have uploaded the document, you will receive an email notification that a new version has been uploaded by the recipient and you’ll be able to view their comments and edits. Also, on the Dashboard, you will find the document under "In External Review."

In order to easily switch between the document versions, you can click on the version number.

When you and your recipient have finished document negotiation, download the final version and polish up the document formatting in Microsoft word. Once done, upload the final version and mark it as final. If no final edits are needed, you can simply approve any version from the list.

After you approve a version as final, the document won’t be available for editing. Now you can make sure field positions are correct (if the document undergoes extensive editing, field positions may change) and send the final document for signing.

Availability:Business and Enterprise.

"Send as" functionality is available when you're ready to send out the document. So once you've finished adding content and setting up your document, click "Send".

Modify the document name if needed and proceed. In the next popup, click the dropdown arrow in the "from" field and choose a person within your team.

Notification emails for "Send As"

Even if you're sending a document on someone's behalf, you will still receive all notification emails about this document.

Additionally, you can set up notifications so that you'll receive all notification emails about a document sent on your behalf.

Go to Settings in the bottom left > Profile > scroll down to Notifications > Check “Any messages or notifications for documents sent on my behalf”.

Plan availability: all plans

Important:

Make sure that the intended recipients/signers are the only ones accessing the document through their link. Recipients are identified through their unique links.

Share a document link in a desktop/mobile browser

To share a document via link:

Open a document and click the “Share” button on the right-hand panel;

Click “Generate links”;

PandaDoc will generate individual links for recipients. Click “Copy” to copy the link to your clipboard;

Close the popup. You can re-visit the links by clicking “Share”

Note:

Once you click “Generate links” the document will automatically move to “Sent” status so you will not be able to send the document via PandaDoc. If you’d like to send via PandaDoc and share via link, click “Send” in PandaDoc first. Once the document has been sent, you can click “Share” to generate links.

If you edit a document after sharing it, the document will move back to “draft” status and your recipients will no longer be able to access it. To move the document back to “sent” status (so your recipients can access it again), go to “Share” and click “Generate links” again. No need to resend the links (the links will remain the same).

Track link sharing events in Audit Trail.

Now, you can see whether the document was shared via link in Audit Trail:

Availability: Business, Enterprise

With this feature, you can switch between document/template/content library items versions and view previous versions.

When is a version created?

After you opened a document, edited it and closed it

When a document is sent

When a document is restored

When redlining process is finalized

Multiple users are editing simultaneously and one of them exits the document, the document version before they closed the document is saved. When the next user exits the document, another version is saved, etc.

View previous document versions

Open a document, a template or a content library item

Click the ellipses in the top right corner, select “Version history”

PandaDoc will open the current version. Switch between versions on the right to view them

Restore a version

Open a document, a template or a content library item

Click the ellipses in the top right corner, select “Version history”

PandaDoc will open the current version. Switch between versions on the right to view them

Click “Restore this version” when you’ve decided which version to restore

Skip to:

Send

After the document has been sent

Here's what the recipient's side looks like when they sign a PandaDoc.

Send

Once you have created your document and added recipients, you can go ahead and send it.

You have two options:

Send via email (your recipient will get an email from PandaDoc which will include access to the document. You can add a personalized message to this email)

Share the document link (use this when you need to be more flexible in how you send your document - you can send the link via text or any messaging app)

field

We’ll talk here about sending the document via email. Here’s a guide on sharing a document link.

After choosing this option, check the document name and click “Save and continue”

Add a personalized message

Check document settings: expiration, auto-reminders, renewal and forwarding

Looks good? Send the document!

After the document has been sent

On the right, you will see recipients’ analytics. You can get valuable insights about how your customer interacts with the document:

You will receive notification emails as your recipient views and completes the document. Learn more about notifications here.

Your recipient can ask questions and you can follow up with them through the comment box:

Private comments are only visible to the members of your PandaDoc account. If you’d like the recipient to see the comment, choose Public comments.

If you have any fields assigned to yourself, fill them out and complete the document:

After the document has been signed and finalized by all participants, you can download a PDF of the signed copy. The PDF copy will include the Signature Certificate (last page) - a confirmation that the document has been accepted and signed. You can also set up an automatic email notification that will include the PDF copy and will be sent to all document recipients.

Signature Certificate includes “Document REF#”, your recipient's name, their signature, verified email address, their IP address and a Date/Time Stamp on when the document was completed. Signature certificate isn't generated when:

The document has been completed manually

The document doesn't contain a Signature .

You will either get a PandaDoc email or the document sender will share the document link with you in another way (for example, via text or a messenger). Open the email and click “Open the document” or click on the document link.

Review the document and fill out fields assigned to you. Click the arrows at the top to navigate between the fields:

If you have any questions, add them in the comments on the right. The document sender will be notified via email and won’t miss it.

If you need to forward the document to a person outside the recipient list, click the forwarding button in the top right under "Actions" and enter their email address. If you can’t find the button, ask the sender to enable document forwarding.

Once you are ready to sign the document (and if you are required to sign it), click the signature box(es) and put in your signature.

To confirm signing the document, click "Finish" at the top. The document then transfers to the Completed status and becomes legally binding.

Download your PDF copy:

Now you can track document renewals within PandaDoc. See which documents are renewing soon in your document list and set up renewal notification emails.

Plan availability: Enterprise

Renewal notification setup for templates and documents

Set up renewal notifications for a specific template so that any document created from that template will inherit those renewal notification settings. You can also set up renewal notifications for an individual document.

Open a template/document, click the ellipses > Renewal settings. Set your:

Renewal date: choose a set number of months after document completion or after a specific date

Notification email: enable a renewal email notification for the document owner and choose when it should be sent (# days before renewal)

Click “Apply” to save the settings.

Transfer data to

Upcoming document renewals

The document owner will receive a renewal notification email a certain number of days before the document renewal (notification is customizable - see above).

In the document list, 40 days before a renewal, hover over the status of any completed document to see the number of days left.

View upcoming renewals

Review documents renewing soon in a separate view:

What’s next?

You can use the “” feature to generate a new document (contract, invoice, etc.) with token data, recipient information, and pricing details from the original one.

Skip to:

Private comments and tagging colleagues

Public comments

Communication is an essential part of the document workflow. In PandaDoc, you can easily add private comments, mention your team members and notify the client in public comments.

Private comments and tagging colleagues

You can post private comments on a document in any status. Click on the comments icon in the top right to access comments.

On a draft document or a template, you can post private comments only. On a document in any other status, to switch to private comments click “Private”, press “Public” to go back to public commenting.

These private comments have a light yellow background and can only be visible to your team members. Mention colleagues by using “@” and typing their name or email address.

Warning:

you cannot delete comments!

When you mention a team member, they will receive a notification email. No notification is sent when a private comment is posted without tagging anybody.

Public comments

You can post public comments on any document that is not in the Draft status. Click on the comments icon in the top right to access it.

To switch between private and public comments, click “Private” or “Public.”

Public comments have a white background and are visible to both team members and recipients.

Warning:

you cannot delete comments!

When you post a public comment, document participants will receive a notification email. It’s an excellent way to notify the client or remind them to sign the document.

Depending on your business needs, you can send a reminder to your recipient, if they haven't reviewed or signed the document.

Note

This option is not available, if the document is completed.

Send a reminder on a sent document

Open the document and go to Recipients (found in the top right.) Find the recipient to send the reminder to and click on the name, then click on "Send Reminder."

Note

The reminder feature is only for recipients that you have assigned a field to.

Reminder email example:

Review a reminder notification in Document Activity

When reminders are sent out, a notification will also show up in the Activity. Click the ellipses > Document info to access it.

Once a document is sent we seal and encrypt it to ensure the legality of the document allowing no alterations unless you create a new version.

On a sent document, you can change Auto expiration, Renewal, Auto reminder and PDF attachment settings.

If you do need to change document content after the document has been sent, you would need to "Edit" the document and resend it for the recipient to get the latest, updated version.

Warning

If you edit a sent document, all fields content and signatures will be erased. Your document will be pushed into the Draft status and you will have to resend it.

Edit a sent document

Open the document, in the top right, click Actions > Edit document,and confirm you wish to edit the document.

Make changes to the document that you need and once ready, send it out again.After you have resent the document, the recipient will get a new notification email with the latest document version.

Recipient's view

If you are in the middle of editing a previously sent document, and your recipient opens the document, they will get this message at the bottom of their screen "This document is currently being edited by the author. Contact the document owner."

After you have resent the document, the recipient will get a new notification email with the latest document version.

Sending out the same type of documents and don't want to rewrite out a brand new email message? Save time by saving your messages to be used over and over again.

All team members in your PandaDoc account will have access to previously added messages.

Create a library of saved messages

You can create email templates from workspace settings by going to “Settings” > “Saved messages”:

You can add a new email message from a document you are about to send. Click “Send document” > “Send via email” > check the document name and click “Save and Continue.” In the next window, click “Saved messages” > “Create new message.” Add email text, a title and save.

Use saved messages

To use a saved email message on a document, click “Send document” > “Send via email” > check the document name and click “Save and Continue”

In the next window, click “Saved messages”

There you will find your library of saved messages, click on one to use it

Edit and delete saved messages

Warning:

you cannot revert to a previous version or restore a deleted saved message.

To edit or delete a Saved Message, go to “Settings” > “Saved messages” > “Manage saved messages”

Click on a message and then click “Edit.” Edit the content or click "Delete" to remove the message.

You don’t have to recreate all of your frequently used content from scratch. Just save it to your content library and reuse it over and over again.

Plan availability: Business and Enterprise

Watch our short video guide:

Create a Content Library Item

Go to the Content Library and click on Create and choose whether you'd like to upload your own file or create from scratch.

Use the Content Builder here to create your content in the same way you would create a template. Click here for more details.

Add from a template/document

Add a single block, the whole page or the template/document to the Content Library.

In your document or template, select the block you’d like to add, clickon the “...”at the top of the block;

OR click on the "..." in the top right of a page, if you'd like to save a page

OR click on the "..." in the top right of the template/document, if you'd like to save the entire document

Choose “Add to Content Library”

Choose to add this as a brand new item, or append it to the end of an existing item

If it's a new item, give it a name, choose a folder to add to.

Note:

you cannot add Page Header and Footer to the Content Library.

If you'd like to save blocks in a multi-column layout to the Content Library, you can:

either save the whole page to the Content Library

or recreate the layout inside the Content Library item

Use your Content Library

Inside your template or document, click on the “+” at the bottom/top of the page, or at the bottom/top of a content block (depending on where you’d like to add the content library item)

Search for your library item and click on it to add.

A variable is a merge field designed to save you time by auto-filling any information that frequently occurs in your documents. It's a piece of text surrounded by square brackets, like this:

Template Role

Important Information about Variables:

You can add variables in both templates and documents

Variables will not work in any pricing table fields

Variables will only work in the document body. They will not work in the document name, saved messages, or email subject/body.

How to add Variables to your template/document

Select a text block where you'd like to place your variable;

Type a square opening bracket and either choose the name of a system variable from the dropdown or type your own and press Enter OR

Click “Variables” on the right, click the plus sign and enter a variable name, press Enter;

The variable will show up in the Variables section;

Click the copy icon to copy the variable name, paste it where you need it in your template;

To fill out a variable with actual info, click on a variable in a template or open the variables list under “Variables” on the right, enter a value;

The information is populated throughout the template/document through the variable used.

Types of Variables

There are 3 types of variables:

Role Variables

System Variables

Custom Variables

Role Variables

Note:

Role variables can be set up on the template level only.

These Variables automatically populate information about your recipient when they're assigned to a Role. They can populate your recipient's first and last name, email address, phone number and company, as long as the information exists in PandaDoc Contacts. (If your recipient doesn’t exist in your PandaDoc Contacts, you can add them when you create the document.)

Create a (you'd have to be in a template to do that);

PandaDoc will automatically generate the default role variables: first name, last name, email, company, phone, title and address;

Click "Variables" in the top right, find the default role variables by the Role name at the beginning, e.g. Client.FirstName;

Copy a variable and paste it where you need it in the template;

When you create a document out of this template, you will assign recipients to Roles and click “Start Editing”;

Role variables will have been populated upon document creation.

System Variables

These Variables have been predefined by PandaDoc. They will automatically populate information about your document, specific to that individual document and its content (such as Doc’s created date, reference number, pricing table totals, etc.).

Custom Variables

These Variables act as place holders for any information you need to populate manually when creating a document. You can name them whatever you want, and they’re useful if the information doesn’t exist in your Contacts.

See how variables work on a document

Note:

This article refers to Editor 2.0

Content blocks are the structural foundation of your templates and documents content. Drag and drop content blocks from the Content tab into your document. As you add multiple blocks, they will be positioned relative to each other, using a grid-like system to align blocks around each other.

Skip to:

Add content blocks

Duplicate

Move

Delete and Undo

Properties

Skip to block types:

Text

Image

Video

Table

Pricing Table

TOC

Page Break

Add content blocks

To add a new content block, simply drag and drop the block into your PandaDoc. To ensure new blocks are placed accurately, any existing content blocks will highlight with a blue side to help you place new blocks above, below or between the currently existing blocks.

here

Duplicate

If you would like to duplicate a block in your template or document, simply select the block you would like to duplicate, then in the floating toolbar above the block select “Duplicate”.

Move

In order to move a block, hover over it with your mouse until you see a white box with a green equal icon. Click the white box, then drag and drop the block to another location. When a side of another block’s blue outline turns bright blue, your selected block will move to that location.

If you have any blocks next to each other, they will automatically be spaced out evenly across the page. In order to make your one block wider or thinner than the others, you will need to hover over the block borders until a thin green line appears between the blocks. When this green line appears, drag that boundary side to side to give your blocks more/less room.

Delete and Undo

To delete a block you no longer need, select the block and then click the remove button (trashcan icon) in the floating toolbar above the block.

If you have accidentally removed a block you still need, use the Undo button in the editor toolbar to undo deleting that block.

Warning:

Once you leave that template or document, all of your changes will be finalized and there will be no way to recover deleted blocks.

Properties

Editor 2.0 provides an opportunity to dive deeper into advance formatting (without any CSS experience required). Every block now has the option to change the min-height and block spacing which enables you to customize the block margins and padding.

You can find these settings two ways:

Select your block then go to the Properties tab from the side menu

Select your block and press the Properties button on the floating toolbar above the block

Block Types

Text

Text blocks are used for any static text you want to have in your template/document, including headings too!

Once you have added text, use the top toolbar to:

Add a Heading

Add hyperlinks and bulleted lists

Change the font of a specific text block

Remove copied fonts, perfect for text that has been copied from an external document and pasted into your PandaDoc

To change the font on the entire template/document and add design, go to Design > Customize Theme > Typography, then select text or headings.

Change block background and/or margins:

Click the properties button

Over on the right add a background colour

Click Advanced formatting to change margins

Image

You can add an image from a few different methods:

Drag and drop

Choose a local file

Google Drive

Dropbox

Box

OneDrive

Image formats supported: GIF, JPG, PNG.

After adding the image, use the blue dots on the corners to make the image size larger or smaller, based on the dimensions of the image block.

Align the image to the left, right or center of the block using the floating toolbar above the image block. Use the property settings to change the image block background color.

To replace the image in your image block, use the replace button in the image toolbar. The new image will change the size of the image in the block, but the image block settings (alignment and background color) will remain the same.

Video

Our video block does require a video URL. At this time only Wistia, Vidyard, Youtube and Vimeo links are supported.

You can use the property settings to change the image block background color, and the advanced formatting.

Table

When you add a table to your document, it will automatically add a header, two columns and a single row. The table toolbar will pop up at the top of the table when you click into it, to help you easily add or remove rows/columns in your table.

The table toolbar also contains the option to change the background of all highlighted cells and a link to the table properties for you to switch the header on or off.

To resize a column, drag and drop the middle column border to expand or shrink it.

There are additional table settings under Design > Customize Theme > Table Design. Here you can change the header typography, border style, and row style for all of the tables in your document.

Please note these changes will be made to both tables and pricing tables for the entire document.

Pricing Table

The pricing table has extensive functionality which we cover in a separate article. Click to learn about it.

TOC

The TOC block will automatically add all Headings from your text blocks into a linked table of contents.

Add a Heading text to your document by selecting in from the top dropdown;

Refresh the TOC block using the TOC toolbar or the properties menu to update the block.

Also in the TOC properties, you can toggle on or off which of the Heading numbers you would like included or excluded from your TOC.

In the properties, toggle on or off whether to show the TOC to the recipients.

Note:

the linked TOC capability will not render in the PDF download.

Page Break

When you add in a page break, it will show a visual break in your page. This is particularly useful with the ability to mix and match content in a single template or document so you can add different types of content inside your document.

To remove a page break, you can use the ellipse in the top right corner of your page to merge it with the page above.

Note:

The Page Break block still will not shrink content to fit onto one page, but we have do have the PDF page break estimator to show you where a PDF page break will naturally occur.

Note:

This is an article about Editor 2.0. If you are using the old Editor, please refer to this article.

Use this feature, if you would like to restrict your team members from being able to edit a content builder block.

Availability:Enterprise

You can lock a block inside of Content Library items, Templates and Documents.

Note:

only an Admin or Manager of the account, can unlock a block.Click here to learn more about user roles.

Lock a Content block

Open a document/template, or content library item, click on a block you wish to lock, go to Properties> select"Restrict editing";

First toggle will restrict the ability to edit the block's content;

Second toggle, "Lock block position" will prevent it from deleting or moving by other users.

Unlock a Content block

A Manager or Admin clicks on a block > Properties> Restrict editing > Toggle it to off position.

Skip to:

Text formatting

Page layout

Cover page vs Regular page

Page background

Add custom font

Table design

Text headings

Stretch image

Arrange block into columns

Note:

the same styling options are available for documents.

Text formatting

For styling your template, you have two options:

Style a piece of text;

Style all text in a document.

To style a piece of text, click inside a block, highlight the text and then apply styling using the top toolbar.

Google Fonts

To apply styling to a snippet of text in a pricing table, click inside it > “Edit data” at the top of the pricing table. You will be taken to the edit mode. Highlight the text and apply styling using the top toolbar.

Note:

you can style text inside Name, Description and plain text custom column only.

To style all text in a document, click "Design" on the right-hand panel. You can choose:

Apply a ready-made theme. Click the arrows to preview them all and click “Apply theme” if you like one.

If you have strict branding guidelines you need to follow, click “Customize theme” to apply your own styling.

Here you have four options for text formatting:

Colors (theme coloring for all Headings and hyperlinks)

Typography

Table (both tables and pricing tables)

Page

Page layout

Change page size, margins and orientation by clicking “...” at the top of the page > “Page settings” > “Layout”.

You can change the layout and margins for all pages in the template by going to "Design" > "Layout".

Cover page vs Regular page

Our standard pages are built with blocks that have relative positioning giving you freedom to construct your document the way you want: place blocks side by side, change image size and modify blocks width. Cover pages, on the other hand, allow for a freestyle, absolute positioning. This means that blocks and fields can be added to a cover page and placed without the boundaries of a block grid. Content does not need to be set in relation to another item, just placed wherever you want it to be.

You can add as many cover pages to your document as you like, just click “+” > “Cover page”.

Page background

As with text formatting, you can apply page background to a certain page(s) or to all pages in the document.

To style a certain page, click the “...” icon at the top right of the page > “Page settings”. Upload a background image or choose a background color, adjust the background using the additional settings.

To add a background to all the pages in the document, click “Design” > “Customize theme”, scroll down to “Page”, select “Background”.

Add custom font

We have six fonts built in at your disposal, but you can add more.

Note:

you can add a custom font from only.

Go to “Design” > “Customize theme” > “Typography” and select either Text or Headings depending on which you’d like to style. It doesn’t really matter which you choose: once you add a font, it’ll become an option in both Headings and Text.

Click on the font options dropdown and select “Add custom font”

Now go to Google fonts, find the font you’re going to import, click “Select this font”

Unfold the “Family selected” tab and copy the import URL (please see the screenshot below for the correct import URL)

Paste it in PandaDoc and click “Add font”

Table design

Go to Design > Customize theme > scroll down to Table design to:

Style table headers

Hide/show table borders

Change border style, color and width

Edit row color and adjust cell paddings

Text headings

Go to Design > Customize theme > find Typography and click Headings.

Change all headings style

Change individual heading style

Add auto-numbering for individual headings

Stretch image

Click on an image > Properties > Advanced formatting

Set the block margins to a negative value depending on how far you would like to stretch your image

Use the blue dots on the corners to resize the image, based on the new margins

Arrange blocks into columns

Place content blocks in columns - hover over a block until you see a white box on the left side of the block. Click the white box, then drag and drop it next to another block. When a side of another block’s blue outline turns bright blue, your selected block will move to that location. You can build as many columns as you want.

Skip to:

What we’ve changed

Filter by status

Copy, move, rename, bulk download and delete documents

Bulk download documents

Sort

Organize documents in folders

Tag

Filter by status

This is available for documents only. Click on a status on the left to filter out unnecessary documents:

Copy, move, rename, bulk download and delete documents and templates

To copy, move, rename or delete a single document/template, hover over the document on the far right, click on the “ellipses” and choose an action from the dropdown. See more about moving documents in folders fast below.

You can copy, move, delete and bulk download (see more below) multiple documents/templates at once. Check all the documents you’d like to manage, at the top right choose an action.

Bulk downloading documents

This is available for documents only. In order to download multiple documents at once, follow these steps:

Select all of the documents you’d like to download

Then click the “ellipses” in the top right and choose Download.

You will see a notification that the download has started and once it’s processed, you will receive a notification email from PandaDoc that includes a .zip file of your documents + attached files and uploaded documents through the Upload field.

Similarly you can download a folder of documents.

Sort

You can sort documents by: title, status, date created. You can sort templates by: title, date created. Click on a column header and choose the order you would like to sort document in:

You can also sort to display documents before folders (when you have multiple folders and don't want to scroll too much down.)

Click the sorting icon in the top right corner and Documents first:

Organize documents/templates in folders

In order to create a new folder, click Create > Folder in the top right.

In order to move documents/templates into a folder, you can either drag and drop them (to a folder in the list or in the folder tree) - this option is only available with the new document list!

Or check the documents and click Move at the top right, choose the destination folder.

Move documents from a folder into the root folder

Check the documents you’d like to move to the root folder, drag them to ALL at the top and drop.

In order to rename or delete a folder, check it and click the ellipses on the far right > Delete:

Tag

Note:

tags are case sensitive

To tag an item:

Hover over the document/template and click on the ellipses on the far right

Click Add tags

Choose a tag from the list or create a new one

Press “Save”

You will see all your existing tags on the left panel. Click on them to filter out all the documents with the tag(s) applied. If you choose more than one tag, PandaDoc will search for the documents with all chosen tags applied.

To untag a document:

Hover over the document and click on the ellipses on the far right

Click Manage tags

Press the red ‘x’ next to the tag you want to remove.

Press “Save”

Warning:

you can't delete tags!

Skip to:

Quick-add content to your document

Customize page layout

Upload your own files

Real-time collaboration

Design

Add ready-made design to your document

Create your own design

Style pieces of content

Change page orientation + upload from Google Slides

Working with data

Set up your products

Pre-assign fields

Merge dynamic information with variables

Sign up for our webinars here.

Quick-add content

With Editor 2.0, you can create a document in a few different ways: you can either add content to the default page you see when you create a document or you can choose among other options below:

Cover page

Sample document

Upload a file

Add from Content library and more

variable

Customize your page layout

Within Editor 2.0, you can combine different types of content all in one place. Within one document you can create content from scratch using content builder blocks, add cover pages for more flexible design capabilities, and/or upload your own files from computer or cloud storages.

If you need more freedom placing content blocks in your document, use our Cover Page which has absolute positioning. That allows you to place all blocks and fields onto the page without the relative structure of a content page.

Click “+” > Cover Page

As you add more and more content to the document the page will grow along with it. You will notice an estimate PDF page break marker when your page becomes larger than the set PDF page. In order to make the PDF look better, add any new content blocks above the estimated page break or add a new page, a cover page, a landscape page, upload your file or add from Content library.

Learn more about building content here.

Upload your own files

Already have a .pdf or .docx that doesn’t need to be editable? Hover over a dot at the top or bottom of a page, click “Upload file” below:

Need a small addition? Simply drag and drop your additional content on top of the uploaded file:

Real-time collaboration

Teamwork makes the dream work. Now, multiple team members can edit a document simultaneously. Avatars will appear in the document to show who is making changes.

Design

Add a ready-made design to your document

Don’t want to go into too much detail setting up document design? Choose a fully designed template from our template gallery:

Or choose a ready-made theme on an existing template, under Design and click Apply:

Each theme can be customized and saved as a new custom theme:

You can re-use this theme on other templates and documents.

Create your own design

To design your document from scratch, click Design > Customize theme. You have a bunch of options to style Text, Headings, Tables, Page Background, Header and Footer. Any changes will be applied to the entire document.

Save the settings as a new custom theme to be able to use it on other templates and/or documents:

Learn more about designing PandaDoc documents here.

Style pieces of content

Highlight a piece of text and apply styling using the top tool bar then use Properties to add a background and adjust paddings and margins.

Learn how to apply custom font here.

Change page orientation

Editor 2.0 allows for Landscape oriented pages! Click “...” at the top of the page > Page Settings > Layout > Landscape.

You can add an additional blank Landscape page in just two clicks. Click Add content at the top or at the bottom > Landscape.

PandaDoc Tip: you can import a file from Google Slides. Click Upload file > Google drive > find your presentation in the list.

This file will be static and therefore won’t be editable in PandaDoc.

Working with data

Set up your pricing

Set up products in our dynamic pricing table then collect credit card information from your recipients with the Stripe integration.

Pre-assign fields

Pre-assign fields to a Role on your template and they will act as placeholders for your future recipients. When you create a document from this template, you will be prompted automatically to assign recipients to each role in the template, and all pre-assigned fields will be automatically assigned to designated recipients.

Merge dynamic information with Variables

A is a way to auto-populate information or include a text placeholder for your documents in order to save you and your team time. Simply insert the bracketed text into any block that would typically allow text (such as a text block). This helps you generalize dynamic information and standardize the document creation process. Variables can automatically populate a recipient’s name, email address, company name, and more.

Think of the information that is always unique to each specific document, then replace that with a variable.

To add a variable, type an opening square bracket, enter a variable name, for example Invoice.No and hit Enter.

Next, view your variables under Variables on the right. Copy it by clicking the Duplicate icon.

Add it to your template where you need it.

When you create a document using this template, fill out the variables just once and the data will be populated throughout the document. It’s that simple!

Learn here how to quickly & easily create editable PandaDoc templates anddocuments from your .docx and .doc documents.

Plan availability: all plans.

Account owners enable this feature in the Add-on store (found in the bottom left of your PandaDoc account.)

Formats you can import:.docx and .doc

Expand to learn more about limitations

From .docx or .doc files, we can import the following fonts only: Arial, Helvetica, Georgia, Times New Roman, Monospace

Text Effects and Typography cannot be imported

Line Spacing of your .docx file will be set to the default PandaDoc

Only simple tables with simple borders can be imported (no design, no merged cells);

Shapes, Charts, SmartArt are not supported

Orientation will be set to portrait

Page color, border and margins cannot be imported,‘US letter’ paper sizewill be applied

Document comments and footnotes will not be imported

Upload & Convert your file

Click “Create” and choose “Upload” in the dropdown.You can drag & drop your file to add from your device.

templates

Once it's uploaded, choose "Convert document" (With the "Do not convert" you will proceed to a non-editable PandaDoc document).

Warning:

PandaDoc doesn’t support importing documents from OneDrive for Business

Review your content

Your template/document will be broken down into content blocks, you can edit them:

You can add variables as placeholders for dynamic content (any info that will change from document to document):

You can also modify the design of your document or template just click theDesign icon on the right-hand side > Customize theme:

Here’s more on how to create documents and use .

Roles are placeholders that will help you pre-assign fields to future recipients.

On the top right of your screen, click on Roles. Then, add onerolefor each person that should sign or receive the document. (i.e. Client, Sales Rep, etc.)

When you create a document from your Template, simply designate which recipient belongs to which role and their fields will automatically be assigned to them.

Note:

Role names are internal and visible only to your and your team members.

Then assign fields to your role(s) and that's it! When you create a document out of the template, you will assign actual recipients to roles which will automatically assign fields to the recipients.

Skip to:

What will be passed

Create document based on another document

Requirements for transferring data from on document into another

Plan availability: Business, Enterprise

Sending more than one document per deal? You can generate a new document based on an existing one that will automatically include your client’s data and pricing details.

Common use cases:

Create a quote based on a proposal

Convert a proposal into a contract

Generate an invoice out of a proposal

Renew a subscription sending a new contract, etc.

What will be passed:

Variable values;

Pricing table items;

Recipients;

If the original document is created from a CRM, the new document will be attached under the same record in the PandaDoc module;

Note:

field values won’t be passed on to the new document.

Create a document based on another document:

Follow these steps to create a new document with the data from an existing one:

Open the document you’d like to transfer data from, click the "ellipses" in the top right> choose “Transfer data to”;

Choose a templatethat you’d like to create a new document from (please see the requirements below to make sure the data will be transferred);

Optional: assign recipients from the original document to roles on the new document, click “Start editing”;

There you are! Add changes to the new document if needed and send it out.

here

Requirements for transferring data from one document into another:

You can send out a 2nd document containing data and pricing information from a previous document.

If you are creating a new document from a different template, the two templates must use identical variables - e.g. if one uses [Client.Company], and the other uses [Customer.Company], the data won’t be populated in the new document;

Pricing tables in any template you create a new document from, must have the “Automatic import” toggle switched on.See the video below:

There's no way to map pricing tables in the original document with pricing tables in the new document. Thus products from the original document are pushed into all the pricing tables in the new document, e.g. if an original document pricing table 1 contains products A and B, pricing table 2 contains products C and D, then a new document pricing table 1 will contain products A,B, C, D, pricing table 2 will contain products A, B, C, D.

Having questions or concerns? Email us at [email protected]. Or submit your improvement suggestions .

Note:

make sure your .pdf file has form fields.

When you create a document via upload using a PDF that contains form fields, you have an option to convert those fields into PandaDoc fields and assign them all to a recipient.

See uploading a PDF with form fields in action:

As you upload your PDF, you have two options:

Convert form fields into PandaDoc fields

Flatten form fields

To upload a PDF with form fields, click Create > Upload in your document list, or New Document > Upload on your Dashboard:

Upload your PDF file. Once it's uploaded, you have the option to "Place fields". Select it and PandaDoc will recognize the form fields and convert it into PandaDoc fields.

Note:

PandaDoc doesn’t convert Print/Reset buttons, Image and Barcode fields.

Next, you can assign all fields to one recipient:

Skip to

Add images to Image Library

Use images from Image Library

Manage images in Image Library

Plan availability:Business and Enterprise

Store your images in the PandaDoc Image Library for quick and easy access.

Add images to Image Library

Anytime you add an image, you can add it directly to the image library to reuse in other documents and templates. This can be done either through the image block or page settings (for setting the image as page background)

Before uploading your image, check the "Automatically add image to Image Library" setting and that's it!

You can also click "Image Library" on the left panel and upload your image from there:

Use images from Image Library on your documents

To use an image from your Image Library:

Add an image block or go the page settings (if you'd like to set this image as page background) and click to upload an image. You can also "Quick add" from the Image Library by clicking on the plus sign on document body

Then select "Image Library" on the left and there you can find your image - preview it or simply click on it to add to your document.

Manage images in Image Library

You can download, delete or rename an image by clicking Preview > the ellipses in the top right corner:

Open the Dashboard or your document list, click New Document/Create, then choose:

“+Document” allows you to start from scratch in the PandaDoc editor

“Upload” allows you to upload your own file (PDF, images and MS Office files) or convert a .docx file into an editable PandaDoc

You can mix and match both options inside the document later.

template gallery

Another option would be to pick a template from our and create a document from it:

If you picked +Document, the next step is to choose whether you want to start from scratch or use a pre-made template.

Inside the document, you have plenty of options to edit it: add content through content blocks, add fields for your recipients to fill out.

If you upload your own file, it won’t be editable, but you can add more information to it by using content blocks:

Add a pricing table(s) to display your pricing:

We have plenty of design options to help you make your document look professional:

Once finished, add recipients and send the document:

A template is a master copy of your document. Let’s say you have a generic proposal that you send to the majority of your customers, and you only need to change a couple of specific things on the document but the rest of the information remains the same. In this case, you can create a template and use it over and over again.

Access your templates by clicking the icon on the left-hand side:

convert a .docx

Click “Create” in the top right to create a new template. You will have a couple of options:

“+Template” allows you to create a template from scratch using the PandaDoc editor

“Upload” allows you to upload your own file (PDF, images and MS Office files) or file into an editable PandaDoc

Choose a template from our template gallery. Do check it out, they look awesome!

You can mix and match the first two options inside the document later.

Alright, you have started your template. The very first thing to do is to add your roles. Roles are placeholders for future recipients, like Client, Accounting, Signer, etc.

Each role generates role variables. Variables are used as placeholders for dynamic information about your recipients that will change from document to document - Name, Address, Company name.

Add content through content blocks and fields for the recipients to submit information. Assign the fields to the template roles.

Alright, you have set up your template and are ready to generate a document. You can start a document from:

The template by clicking “Create document” in the top right

From the document list by clicking “Create” > “+Document” > choosing the template from the list

From the template list by hovering over the template > clicking “Create document”

Then assign actual recipients to the template roles and click “Start editing.” And that’s it!

Your variables have been filled out with the recipient’s info, and fields have been automatically assigned to the recipients. It’s that easy! Set up a template once and save time generating professional-looking documents in a couple of clicks!

PandaDoc has a library of 450+ professional templates to help you start creating stunning proposals in a couple of clicks.

Access Template Gallery

You can find it on our website by clicking “Resources” in the top right > “Templates”:

Or open your PandaDoc account, open the templates list. Either click “Template Gallery” on the left or click “Create” > “Choose from gallery.”

You can click on each template to preview the content and design.

Get the template

Searching the gallery inside the PandaDoc app, you have two options: Add the template to your existing templates or create a new document from this template.

When downloading from the website, you will be redirected straight to the document created from the template. You can access the template in the template list. You can also download the template in PDF.

You can now adjust your template/document: change text, fields and logos to match your brand, and start sending beautiful proposals!

Note:

only the Account Owner can access the Account Billing page.

Change Plan

Manage Billing Details

Change Account Owner

Cancel Subscription

Change Plan

To change or review your PandaDoc plan, please go to Settings >Billing. A secondary window will be displayed in your web browser;

If you want to switch to a different plan, click “Change plan”, click "Select", to choose another plan. Your subscription won't be updated at this point;

After you choose the new plan, update the number of seats and set payment frequency. You will be informed there about your billing date and the amount you will be charged. Click Confirm, once you finish updating your subscription.

contacting us

Manage Billing Details

If you need to make a payment, you can add/update your billing details. Click “Add card” or “Update card”. You will see a form to include your payment details and the “amount” which will be charged to your credit card.

Credit cards we accept: Visa, MasterCard and American Express for payments.

Change Account Owner

When changing “owners” the new person will be responsible for the account, including all billing for the account.

Go to Settings >Billing. Under the Payment & account details, find and click on “CHANGE”, next to Account Owner;

Next, you will have the option to type in the name or email address to select the new owner. Select the new owner and click on "Transfer Ownership". Note, new owners can only be selected if they are INCLUDED in your existing team;

Once you have made the switch, an email will be sentout to the old owner so that they can confirm theownership transfer.

Cancel Subscription

If for some reason, you would like to cancel your account, you can do this following the steps below. We recommend first to try to resolve or fix any question or concern that you might have. If you need help with this, please use the Help button and send us an email.

In your PandaDoc Account, go to Settings > Billing;

In accounts, under the “Payment & Account details”, find “Cancel your subscription";

Complete the form and click on “Send and Continue”.

Free

Individual

eSignature

Business

Enterprise

Users

# of seats

1 max

2 max

5 min

unlimited

unlimited

Creating documents

# of documents sent/user/month

0

5

unlimited

unlimited

unlimited

# of documents sent/user/year

0

60

unlimited

unlimited

unlimited

Drag-and-drop online editor

File upload

Import to Editor for .docx files

Design themes

In-document commenting (private)

In-document commenting (public)

Export to MS Word

Auto-numbering (document sequence)

Document value

Content locking

*

eSignatures

Unlimited eSignatures

Signing on all devices

Signing order

Signature forwarding

Fields

Reusable templates

Unlimited templates

Free library of 400+ public templates

Variables in templates

Real-time analytics

Document analytics with status tracking

Audit trail

Tamper-proof seal (Protected PDFs)

Email notifications

Transparent sales performance

Dashboard and activity timeline

Activity reporting

*

Content usage reporting

*

Export reporting data

Dynamic quotes

Pricing tables

Product catalog

Multiple choice pricing options

Import from .CSV

Product import from CRM (availability depends on CRM)

Approval rules

Adding approvers

Approval order

Approver groups

Organizing documents

Unlimited storage

Custom folders

Document tagging

Content and image library

*

*

Automate your document tasks

Saved messages

PDF download

Custom branding

Manual status change

Document forwarding

Automatic email of completed documents

Auto reminders

Auto expirations

(not editable)

(not editable)

Send on behalf

Email whitelabeling

*

Transfer data from one document to another

Integrations

CRM

- Salesforce

*

- all CRMs except Salesforce

Payments

- Stripe

- Authorize.net

- Square

- PayPal

API

*

Webhooks

Zapier

*

Team workflow

System roles (admin, manager, member)

User Management

Custom roles

Multiple workspaces

*

SSO

*

Mobile app

View documents

Status tracking

* - a feature is available as a paid add-on.

Skip to:

Installation of PandaDoc in SugarCRM

Setup of the PandaDoc module for SugarCRM modules

Access SugarCRM modules to review the newly added PandaDoc module

Setup of PandaDoc Templates to be used with SugarCRM

Send product and pricing info onto PandaDoc documents from a SugarCRM opportunity

Sending and tracking your documents

Updating SugarCRM integration

Plan availability: Business and Enterprise

This integration allows you to create, send, and track quotes, proposals, and contracts from within SugarCRM. You will be able to start the document creation process from anOpportunity, Account, Contact,Calls, Cases, Knowledge Base, Leads, Meetings, Revenue Line Items, Tasks, Quotes and any custommodules created in SugarCRM. Module records with all of your custom fields and contact information, product info as well as pricing details, will flow into your documents seamlessly.

Get more information here

Note:

The PandaDoc extension supports SugarCRM version 9.3.0, and will continue to work with older versions from 8.*.*. onwards.

Installation of PandaDoc in SugarCRM

Use the following link to download the “Zip” file that will be used to install PandaDoc into SugarCRM.

Zip file: https://s3-us-west-2.amazonaws.com/pd-integrations-packages/sugarcrm/PandaDoc-SugarCRM-3.2.3.zip

Access SugarCRM, go to Admin > Module Loader;

Under Module, click “Choose File” and then click “Upload”;

Once the package has been uploaded, click “Install”.

Learn more about tokens here.

Setup of the PandaDoc module for SugarCRM modules

In this example, we will add the module to Opportunities. However you will also need to add this to other SugarCRM objects if you want to use the PandaDoc integration with those modules. Open the Opportunity, so you see all account and opportunity information on the left.

Note:

You cannot add the PandaDoc module in List view.

Click Create in the top right corner;

Provide a name for the new section and click save. Example: “PandaDoc”;

Click “Add a Row” to add a new section;

Click “Add Sugar Dashlet”;

Search for PandaDoc, once found click “PandaDoc” under title;

Click Save to add the PandaDoc module to the new section;

The PandaDoc module will now show up in the new section. Click “Save” to complete the setup.

Access SugarCRM modules to review the newly added PandaDoc module

To access the PandaDoc module, open any object’srecord. If you see a message that says "Connect your PandaDoc account", click “connect” and login to your PandaDoc account.

Once you’re connected, you will see a list of related documents in the module, if applicable.

This integration works with multiple workspaces. Enable the integration once and log into the desired workspace. In the Related Documents section, you will see only the documents created within the integration and located inside the workspace you are logged into.

Setup of PandaDoc Templates to be used with SugarCRM

Before creating documents, you should setup templates and the way you want to pull data from SugarCRM.In the following sections, we will discuss the setup of “Roles” and “Tokens”.

Use of PandaDoc Roles and templates to import Contact information.With the use of PandaDoc Roles, we can import the following contact information from a SugarCRM Opportunity module: First Name, Last Name, Email Address, Company and Phone. Click here for more details about how to use PandaDoc Roles.

Using SugarCRM Contact Roles

If you re using Roles for SugarCRM, you can also match up the SugarCRM role to your PandaDoc Template Roles (see above) to automatically assign contacts to Roles. You must use the same naming convention for your PandaDoc template Roles.

Set up your template with tokens to pull data from SugarCRM

Tokens are very helpful timesavers that auto-fill information from a deal, contact or an organization record into a document.

To view all of the available data that you can push from an SugarCRM module record via tokens to a document, you should configure the PandaDoc module in SugarCRM and select the tokens to use.

Find this module, by clicking on Administration > Scroll down > PandaDoc section > Click “PandaDoc Tokens”.

Here you will see PandaDoc settings that includes details and information on configuring tokens.

In the configure token section, you will see “Opportunity”, “Account” and “Contact” and ability to add other objects to be used with the integration. You can click on each module and you will see a list of fields. Next, click on “Add New”, next from the dropdown list, select your file and give it a name.

Note:

Field entries are case sensitive!

You can also use the button “Add All Fields as Tokens”, to add all your SugarCRM fields to be used in this integration.

Click in the “Enable Modules” section to setup other objects to be used with the integration.

You can also send over custom fields that you created in SugarCRM.

Now review fields that were added for tokens inside of the PandaDoc module. In this example we will go back to an Opportunity. On the right side, find the PandaDoc module. Click the green “gear” icon and then click “Tokens”. You will then see a list of tokens that you can use for PandaDoc templates for each object.

Using Tokens from SugarCRM and adding to your PandaDoc Templates.

First, go to PandaDoc and open your template. Then copy and paste token IDs from the PandaDoc panel within SugarCRM into your template. The most important thing is to[place them into square brackets]. This is what differentiates them from regular text.

From now on every document that you create from an opportunity within SugarCRM using this template will be pre-filled this data.

Send product and pricing info to PandaDoc documents from a SugarCRM opportunity

PandaDoc offers options to use Revenue Line items and Quote line items to send to your PandaDoc pricing tables.

Configure which items to be used in SugarCRM. Go to Administration > Scroll Down > PandaDoc tokens.

You will see two options, “Revenue Line Items” and “Quote Line items”. Choose which types of product items to be sent to PandaDoc pricing tables.Note: You can choose only one.

Setup PandaDoc to allow products from SugarCRM. For this, open your template, add a pricing block and enable the “Automatically add products to this table” feature. This will pull the SugarCRM product information including custom fields you added to your instance of SugarCRM.

Now every document created from a SugarCRM deal will have all of the Revenue Line Items/Quote Line Items name, description and QTY sent to PandaDoc pricing tables.

Sending and tracking your documents

Under a SugarCRM object (Opportunities, Contact, Accounts), go to the PandaDoc module and click Create a new document.

Once you send out PandaDoc documents from SugarCRM, you can find the attached documents, by accessing the PandaDoc module for that specific module in SugarCRM.

Updating SugarCRM integration

If you would like to update the version of the SugarCRM integration, do not uninstall the previous version. You can download the above zip file and follow the steps above.

If after installing the new version you see an error saying “Non existing field dashboard_type in Module dashboards,” you may need to update the database in SugarCRM. In SugarCRM, go to Administration > Repair > Quick Repair and Rebuild.

To better support the evolving needs of our customer base, we created a new version of PandaDoc. PandaDoc Editor 2.0 was designed to make creating professional-grade documents easier than ever. We are gradually opening up access to new and existing users.

Since we are phasing the rollout of the new Editor, PandaDoc currently supports two different versions of the editor. Here’s how to tell which Editor version you have:

Open any document or template

If you see Content blocks and Fields together in the same panel (on the right), you are in Editor version 2.0

If Content blocks are separated from Fields, you are in the Classic Editor.

[email protected]

Should I migrate?

If you are currently using the Classic Editor and are interested in migrating to Editor 2.0, check out the feature parity page here first. Since the two versions are slightly different, it’s important to check that the new Editor supports any of your “must-have” features before deciding to switch your account over. For requests to migrate to Editor 2.0, just email us at so that we could connect you with a product specialist. If you are not the PandaDoc account owner, please CC them in your email and ask to approve the change.

Skip to:

Import products

Mass-update your catalog

Update your templates and content library items

Export products

Watch our video guide on importing products through CSV

Import your products

Note:

we only support UTF-8 encoded CSV files. You can import up to 100,000 products at a time.

Prepare your CSV file

The easiest way to do this is to download our Sample CSV file ( find attached at the bottom of the article ) and fill it out according to the instructions below.

In order to populate PandaDoc catalog fields with your product data, you need to fill out the respective columns in the CSV, like this:

Catalog

The default catalog item fields in PandaDoc are SKU, Name, Price, Cost (if enabled), Description, Currency, Images (only .jpeg and .png are supported), and Folder. In the CSV file, these fields are shown as columns.

How to set up each column

Refer to the table below for detailed instructions on how to format each column in your CSV file.

Note:

for the images to be imported, they can be hosted in your own website as long as the URL is https, or you can use another image hosting website such as ImgBB, Imgur, Flickr etc. Get the direct URL to the image and add it to the CSV.

Import your CSV file

In PandaDoc, go to the Catalog and click on the ellipses (...) next to “New Catalog Item”.Then choose Import.

On the next screen, simply select your CSV file from your computer, and click on Import.

It takes several minutes for the system to process a file and import your products. So, you’ll receive a notification that the import has started, and when it’s finished you’ll receive an email.

Verify that your items have been added.

After you receive the email notification, go back to PandaDoc to verify that all of your products have been added.

Imported products will be located in your catalog root folder or in the folder you specified in the CSV:

Expand to learn how to delete a column or add a custom one.

You can delete any column from the CSV except for Name. You can add a custom column to your CSV file, it will be saved as a custom fields in catalog items. On the pricing table, you can add it as a custom column.

Expand if you already have a CSV file or want to create one from scratch

To map CSV file columns with PandaDoc catalog item fields:

You must have column headers in your CSV file;

Column headers must be named exactly as catalog item fields, see the table above;

Follow the instructions from the table above to fill out CSV columns in the correct format;

Delimiter to separate content/columns is acomma.

Troubleshooting

If CSV import failed, you’ll receive an email notification. In this case, open your CSV file and check the following:

Make sure your CSV hascolumn headers.

For default columns, make sure you’re using the exact names as in catalog item fields. (e.g. Name, not Names). See the table above for the correct column names.

Make sure your CSV doesn’t have empty rows across the product list.

Mass-update your catalog in PandaDoc

Provided you are not changing SKU codes, the easiest way to mass update your catalog is to export the PandaDoc product catalog as a CSV. Then update the CSV file and import it back. SKU numbers serve as a unique identifier of a product item, so when you re-upload your CSV with the same SKUs, the system will recognize them and map the products with the existing ones. This will update the information based on the new CSV.

Follow these steps:

Open your Catalog and go to the folder you want to update. Click the three dots at the top and choose Export.

You’ll see a popup confirming export has started.

Go to your email inbox, and open the PandaDoc email to download your CSV file.

Update your CSV and go through the import process as described above.

Note:

if you change SKUs in the exported CSV and re-upload it back, the system will create a new of product for every SKU it doesn’t recognize.

Update your templates and content library items

You can update your templates and content library items with updated products automatically.

Reach out to our support team at [email protected] to have the feature enabled for your account

Export your products into a CSV file (see how in the next section)

Update your products in the CSV, make sure you keep the SKU intact since PandaDoc relies on SKUs when updating your product catalog

Import the CSV back into PandaDoc

You will receive a notification email when your templates and content library items are updated

Export your products

Export format: The file format will be in a CSV (Comma Separated Value) file.

Your export will include all default PandaDoc Catalog fields and any custom fields you have for your items.

PandaDoc can export up to 100,000 records at one time.

Note:

you need to have at least one Catalog item the root folder of the to do the export.

Time to process the export: the export might take some time if there is a number of export requests from PandaDoc users.

Perform the export

Go to your Catalog (found on the left), in the top right, click on the “Export” button.

Receive notification email and download the CSV

Once the export has been completed, PandaDoc will send you an email to download the file.

Sample CSV for importing your products

We’re excited to introduce Editor 2.0, featuring real-time collaboration, a simplified document builder and editor, and our most flexible design capabilities yet.

Please note: while Editor 2.0 boasts a better overall experience and we’re continuing to improve it every day, it does not yet have all the features found in Classic Editor. Please refer to the feature comparison chart below to ensure it covers all your must-have features.

Have questions or feedback? Please reach out to us at [email protected].

Feature

Editor 1.0

Editor 2.0

HubSpot integration

Pipedrive

Salesforce integration

ZohoCRM

Microsoft Dynamics

Copper

Nimble

Insightly

SugarCRM

Nutshell

Freshsales

SalesforceIQ

Zapier

Other integrations

Notyet available

Payments

Stripe

PayPal

Square

QuickBooks Online

Authorize.net

Document layout

Pages & page breaks

Not available

Background images for pages

Not available

Landscape page orientation

Not available

Portrait page orientation

Multi-column layout (text, images, etc.)

Not available

Document creation

Ability to copy a block

Text block

Auto-numbering in Headings

Tiered numbering in Headings

Not available

Image block

Image resizing

Not available

Video block

Basic table

Table of Contents

Text field

Checkbox field

Dropdown field

Date field

Signature field

Initials field

Upload Field

Notyet available

Page numbering in PDF

Upload PDF/.docx

Content blocks on top of uploaded docs (PDFs, Docx)

Not available

Content blocks & fields in Headers/Footers

Not available

Real-time collaboration

Not available

Content library

Adding pages to Content Library

Not available

Adding documents to Content Library

Not available

Multipage Content Library items

Not available

Adding cover page to Content Library

Not available

Image Library

Sharing of templates between workspaces

Notyet available

Approvals

Conditional approvals

Notyet available

DocX Import

DocXExport

Undo/redo of any changes

Not available

Document versions of sent documents

Document versions of draft documents, templates and content library items

Not available

Pricing table and Catalog

Pricing Table - Line Item Tax/Discount

Pricing Table - Sections

Pricing Table - Optional Items/Radio groups

Pricing Table - Quantity Editable Items

Pricing Table - Lock Columns

Notyet available

Pricing Table: Additional Multiplier

Pricing Table: Cost & Margin

Notyet available

Grand Total/Document value

Pricing Table: Predefined tokens

Not yet available

Catalog, adding from Catalog

Catalog: custom fields

Workspace settings

Expiration (+ per document/template setting)

Reminders (+ per document/template setting)

Document auto numbering (+ per document/template setting)

Signature Type Settings (draw and type)

Default Document Theme Option

Localization

Notyet available

Saved Messages

Saved Signature Option

Mobile App

View documents

Edit, send and sign documents

Not yet available

Other features

Custom Roles / Permissions

Content Locking

Redlining

Not available

Renewals

Transfer data to

Send on someone's behalf

Template Embed

Notyet available

Bulk Send

Notyet available

Document forwarding

Manual Status Change

Document Auto-numbering

Attached Files

Notyet available

Link Sharing

CC collection field with Stripe

Not available

In-Person Signing

Notyet available

Password protection for documents

Not yet available

Public API

Inbox

Reporting - Content

Reporting - Documents

Auto-attachment of completed PDF

Contacts import through Zapier

Skip to:

Profile

Account branding

Content Setup

Templates

Variables

Real-time collaboration

Content library

Design

Settings

Pricing and Catalog

Send and sign

Profile

Before you start setting up your templates and sending documents, take a minute to review your profile information. Make sure your first name and last name are correct, add your signature and review the notifications. Add your profile picture - it will show up in the PandaDoc emails when you send a document to someone!

Here’s

Account branding

Availability:eSignature, Business, Enterprise

You can personalize the PandaDoc emails coming from your account by adding your company logo, adjusting the button color and button text color and customizing the email footer.

Content setup

Templates

Why should I create templates? - you might ask. Creating and sending documents becomes much easier when you’re not starting from scratch. Build reusable templates with PandaDoc to increase your productivity and create consistency across all of your documents.

Think of a boilerplate for text, design, and branding that can be used as the starting point when generating a new document.

You can create a template from scratch, upload a static PDF or mix both options.

A template created from scratch gives you full control over its formatting and design but will take longer to create. To speed it up, you can convert your .docx file into an editable PandaDoc which will take a few seconds.

An uploaded template won’t be editable, but you can add text on top of it and drag and drop fields. It’s a quick and easy way if you want to pull in a PDF and have somebody sign it.

Roles

Once you have started a template, your next step is to create template roles. Roles are placeholders for future recipients, e.g. Client, Decision Maker, Accounting, Sender.

Pre-assign fields to a Role on your template and they will act as placeholders for your future recipients.When you create a document from this template, you will assign recipients to each role in the template. All pre-assigned fields will be automatically assigned to designated recipients.

Each role generates 11 role variables for dynamic information about recipients. When you create a document from the template, variables will be auto-populated based on the information in the contacts.

Variables

We have just mentioned variables in the role context but you can use variables outside of it! Think of the information that is always unique to each specific document, then replace that with a variable.

When you create a document from this template, fill out the variables just once, and the data will be populated throughout the document. It’s that simple!

Real-time collaboration

Teamwork makes the dream work. Now, multiple team members can edit a document simultaneously. Avatars will appear in the document to show who is making changes.

Content library

Availability: Business, Enterprise

In the Content Library, you can store pieces of information that you will be using over and over again like Testimonials or Terms and Conditions. This is a great way to send customized documents with consistent phrasing.

Design

Alright, you have set up your template: added roles, content, fields. Time to add some style! To design your template, click Design > Customize theme. You have a bunch of options to style Text, Headings, Tables, Page Background, Header and Footer. Any changes will be applied to the entire template.

To style a piece of text, highlight it and apply styling using the top toolbar then use Properties to add a background and adjust paddings and margins.

Settings

Click on the ellipses in the top right to manipulate the settings on your template such as Auto reminders, Auto expiration, Renewals. All documents created from this template will inherit the settings.

Send a PDF of the completed document automatically

Click the ellipses in the top right > “Template Info” > scroll to “Email attachment.” Turn it on to send a PDF of the completed document to all recipients after it is signed by all:

Workspace settings

You can adjust most settings on the workspace level, and all new templates and documents will inherit the settings. You can always change the settings on specific templates and documents which will override the workspace settings.

Pricing and Catalog

But what about products and pricing? In PandaDoc, you can create a product catalog to automate quote creation. You can either create it from scratch or import products via CSV:

Add pricing to your template

First, add a pricing table. Next, click on it to access the edit mode. And here you can add items from your catalog that you have already set up or imported.

With the PandaDoc pricing table, you have the flexibility to add unlimited custom columns for fees, line item discounts and taxes, and additional multiplier:

Set items to optional or QTY editable, add multiple-choice sections allowing your customer choose the right option for them:

Here are more tips and tricks to get the most out of the PandaDoc pricing table.

Send and sign

Well done - you have set up your template! Now you are ready to generate a document and send it out. In your template, click “Create document” > assign recipients to Roles and click “Start editing”:

Or in the document list or your Dashboard click “Create”/”New document” > “+Document” and choose your template from the list:

Fill out unfilled variables - these are going to be the custom variables that you have set up on the template.

Review the document and send it out! a detailed guide on sending and signing a PandaDoc.

Templates in PandaDoc are used for generic content that you intend on using multiple times, while documents are used for specific information. In order to send a document, you must first create it from an existing template.

Learn here more about different types of templates and documents and when to use them.

Before you work with this guide, make sure you've installed PandaDoc for Salesforce, please click here and follow all steps.

Note, if you created a “ Custom Object ” in Salesforce and you want to add the PandaDoc module to it, you will need go through the steps for each Custom Object.

Salesforce Versions for Custom Objects:You will need Salesforce: “Enterprise”, “Unlimited”, or “Developer edition”.

For developers, click hereto find detailed documentation with code examples on how to addcustom objects to your Salesforce-PandaDoc integration.

Add the PandaDoc module to Custom Objects

PandaDoc will look for a custom JSON builder for your custom object to serialize the Custom Object’s data and pass it to PandaDoc when you create a document from your Custom Object’s page.

With the new version, PandaDoc allows you to quickly setup PandaDoc module for a custom Salesforce object using the predefined JSON Builder. You will have theoption to pull Pricing items and Recipients into a PandaDoc document.

If are using an older integration versionor you’d like to set up a more customizable option, please see the detailed documentation attached at the end of the article.

On the top bar, click “+” and select “PandaDoc Setup”;

At the bottom you will find the JSON builder settings, click “AddPandaDoc toCustom object”.The system will prompt you to select the custom object that you want to connect PandaDoc with.

lookup relationship

Create a VisualForce Page for the Custom Object

To embed the PandaDoc module your custom object pages, you will need to create a VisualForce component and add it to custom object’s page layout.

Go to Setup> Develop> Visualforce Pages and click on “New” to add a new Visualforce page;

Enter a Visualforce Label and Name for your page;

Follow the link and copy the source of the Visaulforce template and paste it into the “Visualforce Markup” section of the page settings: https://github.com/PandaDoc/pandadoc-sfdc-examples/blob/master/examples/force-app/main/default/pages/PandaDocForCustomObject.page

Replace the following value in the template with your object name which you can find in JSON Builder Settings section, in the Object Name column:

Line 1:

standardController="CustomObject__c"

Save the Visualforce page.

Insert the Visualforce page into your Custom Object view

Go to Setup > Create > Custom Objects, and select your Custom Object from the list of Custom Objects;

Scroll down to “Page Layouts” and select “Edit” to edit your Custom Object’s page layout. From “Fields” select “Section” and drag a new section into your page layout;

Name the section and select a 1-Column layout. Then select “OK”;

From “Visualforce Pages” select your Custom Object Visualforce Page and drag the page into the Section you just created;

Save the layout.

Your Custom Object layout will now have PandaDoc documents in the view that are associated with each Custom Object record.

Pass data from SFDC into PandaDoc

In order to pass data from Salesforce to PandaDoc document, first you should create your template and set it up with Tokens (same as Merge Fields). Learn more about tokens here.

Important information about tokens: Although tokens can automatically populate information in your document, they can only be added/edited in templates, not documents.

Note:

if you want to pass data to PandaDoc which would be editable for Recipients, refer to paragraphs below with the prefix “(via Fields)”.

Passing Salesforce fields into PandaDoc (via tokens)

Before setting up your template with tokens, create a tokens list for the custom object you will use PandaDoc with.

Note:

tokens must be setup for each object individually. Only the tokens listed in that particular object will be available when creating a document from it (no cross-object population.)

For that, click “+” and go to Pandadoc Setup. Scroll down to “Salesforce to PandaDoc data flow” and click “Configure objects”;

Next, click “Add object” and choose your custom object;

You will see a default list of tokens on the right. To add more, check the fields you want to add to the tokens list and click “Save”;

Open your PandaDoc template in a separate browser window, copy & paste token names with the square brackets into the template.

When you create a document from Salesforce using this template, the tokens will be filled out with the information from the CRM.

You can also review the list of tokens along with the data that will be passed in the Salesforce record.

Open a Salesforce record, scroll down to PandaDoc, click the gear icon in the top right corner of the module and choose Tokens - this is what you can pass;

Open your PandaDoc template in a separate browser window, copy & paste Token names with the square brackets into the template.

Note:

in case the field in Salesforce is empty, the Token in the document will not be populated and you will have to fill it in manually.

Passing Salesforce fields into PandaDoc (via Fields)

Similar to tokens, you can pass data into PandaDoc fields. Unlike the tokens, you will not need the square brackets.

Refer to this setup if you're using uploaded templates.

In the list of tokens found in Tokens list, copy the Token without the square brackets into the “Title” of the PandaDoc textfield.

Once the document is sent, the Recipient will see the data pre-filled and they will be able to update this field on their end.

Configure passing recipients and pricing items data into PandaDoc

Now you should set up lookup relationship for your custom object:

InJSON builder settings under Actions select “Setup”;

Configure Related Pricing Items and Recipients by selectingfor them;.

Once you selected and saved the Related Items, the information about Pricing items and Recipients will be automatically pulled into a PandaDoc document created from your custom object.