Why we changed it

Document creation had grown into one crowded screen, with settings spread across menus. Now features that belong together have merged into steps, with each logical collection of steps getting its own screen, so everything a document needs is filled in before it goes out, rather than chased down afterwards. The remaining features are tucked neatly under menus, which makes creating a document cleaner and easier to follow.

What you get

Merged steps and tidier menus mean fewer things to hunt for while you create a document.

Details validated before you send. The flow asks for anything that's missing, so there are fewer blanks to chase later.
You always follow a path. The step indicator at the top (for example, Step 3 of 6) shows where you are. Select it to see every step and jump to any of them.
Key features in predictable places. The features you use most are tucked under the editor's top menu: File, Edit, Insert, View, Format.

What's different

Steps. Depending on the template, you'll see steps like Pull data from integration, Add recipients, Set up payment, Send to approvers, and Send document. That can mean more screens, with less on each.
Move at your own pace. Your document preview stays on the left. Click it at any step to open the full editor. You can select Skip on any optional step.

Note: Your document saves as a draft at every step. The "you might lose progress" warning refers to the guided flow setup, not your document content.
Adding content. In the editor, add blocks directly in your content area. No dragging, no searching.
File menu structure. Every editing and document tool is in the full editor's top menu, one click away from any step.

What's evolved

Chat. Now inline comments to collaborate with your team on a document. Which attach feedback to the exact part of the document it's about, so your team can collaborate in context.
Transfer data. Now Related documents, which carries recipients, variables, and pricing items into a follow-on document. It's currently in early access. Contact our Support team to join.

Where things moved

What you want to do	Where it is now
Connect a deal (HubSpot, Salesforce, etc.)	On a document: Header → Three dots → Document properties → Integrations. On a template: Open any template → Add step → Pull data from integrations.
Add recipients and set signing order	The Add recipients step, or Manage recipients in the editor's right sidebar.
Add signature and fillable fields	The editor's right sidebar. Select Show all for Checkbox, Dropdown, Radio buttons, and more.
Insert variables	Type [ in any text block, or go to View → All variables.
Add attachments	Insert → Attachment.
Rename a document	Click the document name in the top-left corner. You can do this at any step.
Set up payment	The Set up payment step (if the template includes one), or Document properties → Payments.
Get internal approval	The Send to approvers step (if the template includes one).
Write a message, send, or share a link	The final Send document step: subject, message, email template, and Draft with AI. Send by email or share by link.
Download	File → Download in the editor, or Download PDF on the summary page.
Delete a document	File → Archive, then Delete forever from the Archived tab. Archived documents are deleted automatically after 90 days.
View or edit document data	File → Document → Document details. Integration info is in Document properties.

For admins: add steps to a template

Add steps like Pull data from integration, Submit for approval, or Collect payment to a template once, and everyone who uses it follows them. See the template guide for how to set them up.

Common questions

I don't collect payments. How do I remove the payment step?

If your template doesn't include a payment step, you won't see one. The Set up payment step only appears when the template includes it. To turn off payment collection on a single document:

Select the horizontal ellipsis (three dots) button in the document header.
Select Document properties.
Turn off payment collection in the Payments section.

To remove the step for everyone, ask your admin to remove Collect payment from the template's workflow.

Who sets up approvals, and how do I change approvers?

Approvals live on the template. An admin adds a Submit for approval step to the template's workflow and chooses the approvers there. To change who approves, edit the template's workflow. When you create a document from that template, the Send to approvers step shows who needs to approve.

Where did my automations go?

Select Automations in the left sidebar, then open the My automations tab to view, edit, or turn them on or off. Use the Templates filter to see the automations connected to a specific template.

How do I download a document before sending it?

Click the document preview to open the editor, then select File → Download and choose the format.

How do I share a link instead of sending through PandaDoc?

In the final Send document step, choose to share by link instead of email. For a document you've already sent, go to the summary page and select the link icon next to a recipient to copy their unique link.

Why does my document open to a summary page?

Sent documents now open to the document summary page, so you can check who's viewed, signed, or needs a reminder without opening the file. From the right sidebar:

Select Open to view the document.
Select Edit to change it.
Select Download PDF to download it.

How do I edit a document I've already sent?

Open the document from your documents list.
On the summary page, select Edit.
Make your changes and resend the document.

Warning: Editing a sent document creates a new version and erases any signatures and initials recipients already added. Recipients need to sign again.

How do I delete a draft?

Open the draft and select File → Archive. You can also hover over it in the documents list, select the horizontal ellipsis (three dots) button, and archive it from there.
To remove it permanently, go to the Archived tab, select the document, and select Delete forever.

Note: Archived documents are deleted automatically after 90 days, so you don't need to clear them out manually.

What happens to my existing approvals and integrations?

Your existing settings carry over automatically, so you don't need to reconnect integrations or reconfigure approvers.

Approval workflows stay intact, including approvers already added to templates.
If a template had an integration connected, a Pull data from integration step is added to that template automatically.

Need help?

If something isn't where you expect, or a step doesn't fit how your team works, contact Support. We'll help you find the right setup and pass your feedback to our product team. For changes to a template's steps or approvers, ask your admin.

A new way of creating documents: what changed and where things moved