Availability: Enterprise plan
PandaDoc AI extracts data from your completed documents and fills in data fields such as agreement date, contract value, and counterparty name. Custom extraction prompts let you go further in two ways:
Create your own AI-extracted fields for information that's specific to your business.
Change how PandaDoc AI extracts system fields when the default doesn't fit your documents.
For example, a construction company can extract Force majeure trigger events, and a healthcare provider can extract Patient name or Date of birth from intake forms.
Note: On other plans, you can view the default system fields and create custom fields, but you can't turn on extraction for custom fields.
Who can create and edit prompts
Users with the Admin or Manager role can create fields, edit prompts, and turn extraction on or off. So can users with a custom role that includes permission to edit data fields.
Other users can view a field's prompt and use its extracted values.
How custom extraction works
Every data field has three parts:
Name: what the field is called, for example Renewal notice period.
Type: the kind of value it holds: Short text, Long text, Date, Number, Percent, Currency, Duration, Dropdown, Yes/No, or URL. The type controls how the value is stored, searched, filtered, and reported on.
Extraction prompt: a plain-language description that tells PandaDoc AI what to look for and how to return it. Prompts can be up to 1,000 characters.
When extraction is on for a field, PandaDoc AI extracts the value each time a document is completed. Extracted values are marked with the AI icon in the document's Data panel. Anyone with permission to edit data values can overwrite an extracted value.
Note: New and edited prompts apply only to documents completed after you save. PandaDoc AI doesn't re-extract documents that were already completed, except the document you tested the prompt on.
Create a custom field from a document
This is the recommended way to create a field, because you can test your prompt on a real document before you save it.
Open a completed document and select Open at the top right of the Summary page.
Select Review data on the right to open the Data panel.
In the search box, type the name of the field you want. If it doesn't exist yet, select + Create new field.
In Create new data field, enter a Name and choose a Type.
Make sure Turn on extraction for this field is toggled on.
In Extraction prompt, describe what PandaDoc AI should extract. For guidance and examples, see How to write effective data extraction prompts.
Select Test prompt. PandaDoc AI runs your prompt on the current document, which takes a few seconds. You'll see one of these results:
Test result: the value PandaDoc AI found.
No matches found: PandaDoc AI couldn't find a matching value. This is expected if the document doesn't contain the information. If it does, refine your prompt.
We couldn't test your prompt on this document: select Try again.
If the result isn't right, edit the prompt and select Test prompt again. To go back to your last version, select Revert to previous prompt.
When you're happy with the result, select Create field.
The new field appears under Custom fields in the Data panel. The document you tested on keeps the extracted value, and PandaDoc AI extracts the field from every document completed from now on.
Create a custom field from Settings
Go to Settings > Data > Data fields and select + Data field.
Enter a Name and choose a Type.
Leave the Turn on extraction for this field on.
Write your Extraction prompt.
Select Create field.
Note: You can't test prompts from Settings. To see how a prompt performs, open a completed document, select Review data, and open the field there.
Edit the prompt for an existing field
You can edit prompts for both custom fields and PandaDoc's system fields. A system field's prompt starts as PandaDoc's default, which you can build on.
From Settings
Go to Settings > Data > Data fields and select the field.
Update the Extraction prompt.
Select Save changes. To undo your edits instead, select Revert to previous prompt.
From a document
Open a completed document and select Review data to open the Data panel.
Select the small gear icon at the top right of a field to open Field properties.
Edit the prompt and select Test prompt. The new Test result appears next to the Previously extracted value, so you can compare them.
Select Save changes.
Note: Data fields are shared across your workspace. A prompt change applies to all future documents in the workspace.
Turn extraction on or off for a field
Go to Settings > Data > Data fields and use the toggle in the AI Extraction column. You can also open the field and use the Turn on extraction for this field toggle.
When extraction is off, PandaDoc AI stops filling the field for new documents, but you can still fill it in manually. A custom field needs an extraction prompt before you can turn extraction on.
Note: Data extraction also depends on your workspace's AI settings. If an admin turns off Cloud services with third-party providers in AI data privacy settings, PandaDoc AI stops extracting data fields.
FAQ
Will a new field be filled in on documents I've already completed?
No. Prompts apply only to documents completed after you save. The one exception is the document you tested on, which keeps its extracted value.
Who can create or edit prompts?
Admins and Managers, plus any custom role that includes permission to edit data fields. Other users can view a field's prompt and edit extracted values in a document. To request a new field, contact your workspace Admin.
What happens if a custom field has the same name as a system field?
PandaDoc warns you when a new field's name matches an existing system field. If you continue, PandaDoc AI fills your custom field instead of the system field.
Can I undo a prompt change, including on a system field?
Yes. While editing any field, select Revert to previous prompt to return to your last version.