Manage your documents, templates and Content Library items

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Eugenia Brown
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Document list filters 

Availability: All plans

Note:

Users with a Member role will only see Date and Status filters.

You can use the following filters separately or at the same time:

    • Date (modification, creation, and expiration date)
    • Status 
    • Owner 
    • Recipients 
    • Company

To use the Company filter, first, you need to add a value to the Company field in Document info details. To do this, open the Info panel in the document list or inside a document by clicking the Info button and typing a name into the company field in the “Details” tab. 

Note:

Company values will be automatically recognized from the document content for the uploaded digital PDFs and editable documents created in PandaDoc only for Enterprise plan accounts.

Note:

Filters are available for documents only. Templates and content library items can be sorted by titles and dates they were created.

If you’re searching for a specific document by a keyword you can also use document filters to narrow down the results.

If your subscription plan includes the Contract repository feature, you will also have the ”More” option, which allows filtering documents by data fields. You can learn more about filtering documents with data fields here.

Search for a document

Availability: All plans

To search for a document, go to the Documents tab and start typing a word or phrase from the document's content (both uploaded from PDF/Word files and editable documents are searchable), the name of the document, or its recipient's name in the search bar. Words with punctuation marks (e.g. O’Brien) or with characters from different languages (e.g. Amália Gonçalves) are also searchable.

You can view all matches or look through matches found in "Titles only" tab. 

To open a document simply click on it or use arrows and Enter (Return) on your keyboard. To see the list of all matches select View # matches.

Under "All matches" tab in the search results the documents will be placed in the following order:
- Title matches from new to old by last modified
- Recipients email and full name matches from new to old by last modified
- Content matches from new to old by last modified.

If you are using documents auto-numbering, you can search by sequence number generated by PandaDoc.

Copy, move, rename, and delete documents and templates

Availability: All plans

Note:

There is no option to move documents between workspaces. Reach out to our Support Team to help you move a copy of a document into another workspace. All copied documents will be in Draft status.

To copy, move, rename, or delete a single document/template, hover over the document on the far right, click on the vertical ellipses, and choose an action from the dropdown. See more about moving documents in folders fast below.

Note:

The template/document title shouldn't exceed 250 characters.

Note:

If you need to rename a sent document, you can do so by choosing the Rename option from the dropdown menu.

You can copy, move and delete multiple documents/templates at once. Check all the documents you’d like to manage, at the top right choose an action.

Restore deleted documents 

Availability: All plans

Note:

You can only find and recover deleted documents in the Trash folder. To recover a template or a content library item please reach out to us and specify the name, the approximate date the template/content library item was created, and the email address of its owner so we can help you restore it. Unfortunately, there is no way to recover a deleted form, but you upvote this feature request and use a workaround described here.

To recover a deleted document, open the document list first, next, select Trash folder, hover on the far right over the document, and select three vertical ellipses > Restore. 

Warning:

Recipient links will not work for deleted documents. Once restored, recipients will be able to view the document.

To recover multiple documents, select each of them on the left to their name, then select Restore at the top right. 

Note:

Documents will be restored under the root folder in the document list.

To delete documents permanently, hover over the document, and select three vertical ellipses on the far right > Delete forever. You can also select multiple documents and click Delete forever to permanently delete them.

Warning:

When you delete a folder with documents, it will be permanently deleted and you won’t find it in the Trash folder. Please reach out to the Support team and specify names, the approximate dates the documents placed in a folder were created, and the email addresses of the documents’ owners so we can help you recover those.

Bulk downloading documents

Availability: All plans

This is available for documents only. In order to download multiple documents at once, follow these steps:

  1. Select all of the documents you’d like to download. Scroll down to be able to select more than 30 documents at once. 
  2. Then click on the Download button at the top right.
  3. You will see a notification that the download has started and once it’s processed, you will receive a notification email from PandaDoc that includes a .zip file of your documents. 

    Note:

    The attached files and files uploaded through the Collect files field won't be added to the .zip file.
  4. The link to the .zip file will expire within a week. 

Tip:

We recommend downloading documents in batches (200-300 documents at one time) to receive zip files quicker. 

Similarly, you can download a folder of documents.

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Download documents as .pdf

Note:

The page limit for PDF file downloads is 1000.

There are three ways how you can download your documents as .pdf:

  1. Select the document you’d like to download and select Download at the top right.
  2. Hover over the document on the far right, click on the vertical ellipses, and select Download from the dropdown.
  3. Open a template/document, then select three vertical ellipses at the top right and select Download from the dropdown > Download as .pdf.

Download documents as .docx 

Availability: Essentials, Business, and Enterprise plans

You can download your templates or documents as .docx only inside a template/document.

How to enable/disable: the account owner can enable/disable this feature in Marketplace using this link. 

Note:

You can't download content library items and forms as .docx files.

Open a template/document, then select three vertical ellipses at the top right and select Download from the dropdown > Download as .docx.

Disable document download for recipients

You can disable document download for recipients on a template or document level. To disable the document download option for recipients select Manage at the top of the page and switch off the toggle for Download under "Recipient permissions".

Sort

Availability: All plans

You can sort documents by: title, status, date created. You can sort templates by: title, date created. Click on a column header and choose the order you would like to sort documents in, ascending or descending (A-Z/Z-A): 

You can also sort to display documents before folders (when you have multiple folders and don't want to scroll too much down.)

Click the sorting icon in the top right corner and Documents first: 

Organize documents/templates in folders

Availability: All plans

To create a new folder, select '+' next to the 'Folders' on the left panel.

Alternately, select the arrow next to +Document and select Folder to create a new one.

In order to move documents/templates into a folder, you can either drag and drop them (to a folder in the list or in the folder tree).

Alternately, select the documents and select Move at the top right, choose the destination folder, and select Move here. 

Move documents from a folder into the root folder

Select the documents you’d like to move to the root folder, drag them to ALL at the top, and then drop them.

To rename or delete a folder, check it and click the ellipses on the far right > Rename or Delete:

Alternatively, you can open the folder and proceed from there. 

 

Tag

Availability: All plans

Note:

Tags are case sensitive.

To tag an item:

  1. Hover over the document/template and click on the ellipses on the far right
  2. Select Add tags
  3. Choose a tag from the list or create a new one
  4. Press Save

You will see all your existing tags on the left panel. Click on them to filter out all the documents with the tag(s) applied. If you choose more than one tag, PandaDoc will search for the documents with all chosen tags applied.

To untag a document:

  1. Hover over the document and click on the ellipses on the far right
  2. Click on Add tags
  3. Press the red ‘x’ next to the tag you want to remove
  4. Press Save

Warning:

Please contact our Support team if you need to delete tags. If you have a Member role we might request approval from an admin user on your account.  

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