What changed and why
Your documents now come with a guided flow. The steps that matter, like pulling CRM data, getting approval, or collecting payment, are built into the template once, so every document created from it starts with a head start. The result is that you can get your documents completed faster and more easily than before.
The guided flow asks for any missing information before you send, so there are fewer blanks to chase later. Your document preview stays on the left the whole time. Already know what you need? Click the preview to go straight to the editor, or skip any optional step.
New to the layout? Take the interactive walkthrough below or go to Where to find common actions to see where everything moved.
How creating a document works now
When you create a document, you go through the steps set up on its template, one at a time. Your document preview stays on the left throughout.
Click the preview at any step to open the editor.
Select Skip on any optional step you don't need.
Select the step indicator at the top (for example, Step 3 of 6) to see every step and jump to any of them.
Depending on the template, you'll see steps like Pull data from integration, Add recipients, Set up payment, Send to approvers, and Send document.
Tip: Documents save automatically as drafts at every step. The "you might lose progress" warning refers to the guided flow setup, not your document content.
Where to find common actions
What you want to do | Where it is now |
Connect a HubSpot or Salesforce deal | The Pull data from integration step at the start of the guided flow. Select a record and your variables fill in automatically. On an existing draft: horizontal ellipsis (three dots) button in the document header → Document properties → 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 [ inside any text block, or go to View → All variables. |
Add attachments | Insert → Attachment in the editor. |
Rename a document | Click the document name in the top-left corner and type a new one. You can rename it at any step. |
Set up payment | The Set up payment step (only if the template includes one), or Document properties → Payments. |
Get internal approval | The Send to approvers step (only if the template includes one). |
Write a message to recipients | The final Send document step. Scroll down for the subject, message, email template selector, and Draft with AI. |
Send or share a link | The final Send document step. Send by email or share by link. |
Download | File → Download in the editor, or Download PDF on the summary page. |
View or edit a sent document | The summary page → Open or Edit. |
Copy a recipient's link | The summary page → link icon next to the recipient. |
Delete a document | File → Archive, then Delete forever from the Archived tab. |
View or edit document data | File → Document → Document details. Integration info is in Document properties, not Document details. |
Quick answers
Creating a document
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.
Sending a document
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.
After sending
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.
Managing documents and settings
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.
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.
For admins: templates now include a workflow
Each template can include steps your team follows when creating a document from it, such as Pull data from integration, Submit for approval, or Collect payment. Add them once on the template, and everyone who uses it walks through the same steps.
Note: The number of steps depends on the template's workflow. A template with no optional steps has a shorter flow. One with an integration, approval, and payment step has up to six. The step indicator at the top always shows where you are.
Tell us what's missing
We're continuing to improve the guided flow based on your feedback. If something isn't where you expect it, or a step doesn't fit how your team works, let our Support team know. We'll help you find the right setup and pass your feedback on to our product team.