PandaDoc isn’t just another document editor. It’s designed specifically to accelerate the way your business transacts, whether that’s through quotes, proposals, contracts or a wide range of other business documents. As such, there are best practices and some fundamentals to learn, the basics of which we’ll cover in this guide.
What you will learn in this guide:
- Why you should create Templates
- Template Types: Editable (Native) and Uploaded (Non-Editable) Content
- What are Template Roles? Why use them?
- PandaDoc Content Builder
Why you should create Templates
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.
What’s so great about templates?
- Efficiency – you don’t need to rebuild new drafts anymore, because there is always one ready to be used
- Accuracy – templates will help you to eliminate human error
- Consistency – keeps your branding consistent, no more different logos, different fonts, etc.
- Automation – auto-populate data and automate your template’s workflow and settings so your team can focus on driving new business, instead of dotting I’s and crossing T’s.
Now learn ways to create templates on PandaDoc and choose which is applicable to your business process.
Template Types: Editable vs. Uploaded (Non-editable) Content
Templates in PandaDoc can either be created by using the Content Builder or by uploading an existing PDF/MSWord/PPT. Using the Content Builder may take a little longer but it allows for templates to be fully editable. You can speed it up by converting your .docx file into an editable template. Content created from an uploaded file is quick but does not allow for the text within to be updated.
Editable vs. Uploaded
Editable (aka Native) Template – a template that is created via the PandaDoc Content Builder (using Blocks, Fields, and Tokens).
You can convert a .docx file into an editable PandaDoc template/document.
Uploaded Template – a Template that is created by uploading a file from your computer (or cloud devices) via upload button.
Note:this template will be as a pdf – NOT editable (no Tokens) – you will only be able to overlay Fields.
With the Content Builder you can create EDITABLE templates that are informative, interactive and beautiful.
Upload feature allows you to create a template with one click and start sending documents immediately.
Best Use Cases
Create Editable template for Proposals, Marketing Collateral, Agreements, Quotes or any type of document where the information needs to be customized for each customer/prospect.
Upload Template for any type of forms, NDAs, ICAs, Terms & Conditions, or any type of document where the content is not expected to change very often.
You can also Import your .docx files as editable templates, or use PandaDoc Public Templates, fully pre-made and ready to be used. If creating your own templates seems like too much of a hassle, consider using PandaDoc’s professional services and our team can help you convert your files into Editable templates.
What are Template Roles? Why use them?
Roles in PandaDoc Templates are the placeholders for your future Documents’ Recipients. Whether you have an editable or uploaded template, do not skip this step! Roles are not just placeholders, but you can also use them to pre-assign Fields and use the Role Tokens to automatically populate your recipient’s basic information. It will save time for you and your team during the document creation process.
Note:Roles can be created only in a Template. Thus, when you create a Document out of a Template, you can assign Recipients to your Roles.
PandaDoc Content Builder
Content Blocks are drag-and-drop elements that you insert into a template to build out your content. There are multiple Content Blocks that you can use to create your template, shown to the right.
Note:Pricing Table block is a CPQ tool, and Payment block is a Payment tool available through the integration.
A Field is an input box where you or your recipient can add desired information. Fields are typically used to collect information after the document is sent. They allow you or your recipient to enter text, dates, signatures, initials, check marks, etc. Once the Fields have been added, make sure you assign the field to a Role for templates or recipient for documents.
A token is a text placeholder that you can insert into any block that allows text. It helps you to generalize your template’s dynamic information and standardize the document creation process. Some tokens are auto-created based on Template Roles. You can also create your own custom tokens or tokens that map to your CRM.
These tokens can automatically populate a Recipient’s Name, email address, Company name, and more.
Think of the information that is always changing in your document, then replace that with a token.
Note:Tokens can only be added to Editable Templates. They will be filled with information later when a Document is created.