If you plan to send out a certain type of document more than once, you should create a reusable Template. With templates, you can prepare documents ahead of time using placeholders for dynamic information (anything that will need to be customized in your documents) and placeholders for recipients (so you can pre-assign signature fields, setup signing order, etc.)
Not sure what the difference between a document and a template is? Learn more here.
- Adding pages
- Working with blocks
- Template Roles
- Create and send a document
Watch a short video on creating a proposal template in Editor 2.0:
To get started: log into PandaDoc and click on the Templates button in your toolbar. At the top of your screen, click on the New Template button.
Start with a blank page and build from there. You can add a cover page, upload an existing file from your computer or cloud storage, or add a blank portrait or landscape page and fill them with content blocks and fields. Mix & match different page types to build out the perfect template (or document).
To access page settings, delete a page or merge one page with another, click the “...” button in the top right of the page and choose an option.
Working with blocks
Use Content Blocks to add Text, Images, Videos, Tables, Pricing tables and page breaks to your template.
To add content, click on the block you’d like to add (in the right-hand menu) and drag it onto the page.
You can place multiple blocks next to each other:
Style text for text blocks and tables using the top editor bar.
Setting up tables
Drag & drop the Table block into your Template. Click the header row to add new columns and rows. Click the Properties tab (in the right-hand menu) to hide table headers and change block margins. Click on an individual cell or select the entire row/column by clicking on the left margin or the top margin, clicking the paint icon and choosing a colour.
Each block has additional settings you can access by clicking on the Properties tab:
Expand to learn how you can manage pages in PDF version
In the webview, PandaDoc templates and documents will appear as a continuous page which expands as you add more content. You can manually add page breaks to separate content (or to ensure the webview matches the PDF view). We’ll indicate where the natural page break would occur in the PDF version for reference.
Add Roles to your template
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 one role for 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.
Role names are internal and visible only to your and your team members.
Use variables to auto-fill dynamic or redundant information
Variables are placeholders that you can use throughout your template — like [Name], [Email Address], etc. Use them for dynamic information that will be customized on a document.
To access Variables, click Data in the top right.
There are 3 types of variables:
- Five Role variables: First Name, Last Name, Email, Company and Phone (these are generated automatically anytime you create a Role)
- Custom variables: You can create your own variables by clicking the“+” symbol in the Variables tab, adding a variable name and clicking “Add Variable” or by typing a square bracket in the template body ([), adding a name, and pushing Enter.
- System variables: Created Date, Reference Number and Sequence Number (standard variables, created automatically by PandaDoc)
To add a variable on the template or document, go to Data in the top right, and click on the copy icon (under Variables) and paste it in your template. Or you can simply type in a "[" and either create a custom variable or choose one from the default list.
- Variables can be used on the template (or document) body only (not in template name, email message);
- Variable cannot be used in the pricing table.
Add fields to collect information from your recipients
Drag a field into any content block on your template. Recipients will use these fields to fill out their information, such as signatures, dates, text, etc.
There are 6 types of fields:
Note:all fields must be assigned to Recipients before a document can be sent out.
Create template role(s) and assign fields to them. When you create a document from your template, you assign those Roles to actual recipients and all fields assigned to that role will automatically be assigned to that recipient.
Each field has properties which you can customize:
- Required - a field assignee won’t be able to finalize a document without completing the field. Signature fields are always required;
- Mask field data (for text field, date and dropdown) - only the document sender, account members who have access to the document and the field assignee will be able to view the data entered in the field;
- Multiline for text fields. Enlarge the field and switch this setting "ON" to allow multiple lines of text.
You have the ability to customize the design of individual blocks or for an entire template (or document).
To change the design of the whole template, go to More > Design > Customize theme. You will have the following styling options:
- Color of headings
- Fonts (under typography, individually style each heading and text)
- Table formatting
- Page backgrounds and header & footer
All design settings can be saved as a new theme to be used for other templates and documents by clicking “Save” under Theme.
If you want to apply the styling for this template only, just close the Design tab once done.
You can customize individual blocks by clicking on a block > Properties.
To access more options and settings for your template, click on the (...) button in the top right.
Set up auto reminders to automatically send reminders for signers who have not yet signed.
Note:all documents created from the template will inherit these settings.
Modify auto-expiration of documents by clicking “Expiration settings”. You can set the expiration period up to 3650 days (10 years.)
Create a document
When your template is ready to go, use it to create a document. Just click on the green “Create Doc” button on the top right of your screen. Then follow the prompts to assign your recipients and fill in your variables.
Send a document
Once your document is ready to be sent, click the “Send” button in the top right.
- Next, confirm or modify the document name;
- On the next popup: check the recipient list, check document expiration settings, set an email subject, add an optional email message for the recipient, and click "Send" to send the document;
- Once the document is sent, you’ll see a pop up confirming the document was sent and you can navigate directly to the document analytics and activity page.
Your recipient will get an email notification that a document has been sent to them:
They will open the document and be prompted to fill out any assigned fields and then finalize the document.
The recipient can download a PDF version upon completion.