Editor update notice
We are gradually rolling out a redesigned PandaDoc editor.
If your editor looks different, refer to New PandaDoc editor article.
This article explains where to find fields, recipients, variables, formatting, and other relocated tools in the new layout.
Availability: Free eSign (up to 5 templates), Starter (up to 5 templates*), Business, and Enterprise plans
*There should be a maximum of 5 templates in total across all workspaces within an account.
Note: All templates are saved automatically, so you never need to click “Save.” Every change is stored in real time in the Templates section.
A template is a reusable master copy of a document. If you frequently send similar proposals, quotes, or contracts, you can create a template once and reuse it – changing only the details that differ per customer.
Skip to:
Access your templates by selecting Templates in the Documents app.
Creating editable templates
Go to Templates in the left navigation panel. Your Templates hub now includes:
Document templates
Content Library items
Email templates
Select +Template at the top right to start a new one.
You will have a few options:
+Blank allows you to create a template from scratch using the PandaDoc editor
Choose a template from our Template gallery. Do check it out, they look awesome!
You can mix and match the first two options inside the document later.
Alternatively, you can convert a .docx file into an editable PandaDoc.
Note: The template/document title shouldn't exceed 250 characters.
Creating uploaded templates
Click on Select files or drag and drop your file to the upload area.
Supported file formats for upload: .pdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .jpeg, .jpg, .png.
You may run into an error uploading your document if it meets any of the following criteria:
Password protection is enabled
It contains form fields, embedded fonts, or comments
It exceeds 50 MB or contains more than 500 pages
It’s a .doc, .xls, or.ppt file from Microsoft Office 95 or older
It’s a PDF consisting of several layers (to learn how to flatten your PDF, read this article)
Learn more about common upload issues here.
Tip: If you need to change content on an uploaded PDF file, you can add a text block over the text that needs some edits, then hide the original content with a background color and type the needed text over it.
If you’d like to replace uploaded content while keeping blocks and fields in place, there is an option to use Replacing a source file feature.
Bundling templates
There are several ways you can bundle your documents on the template level.
In the classic editor
Start by creating a single template, then add documents to it. Use several templates you already have, add templates from our template gallery, or upload files.
Upload several documents to create a batch you can sequence yourself. To do this, select Create from your template list, then either select Upload file to choose files from your desktop or simply drag and drop several files into the upload area.
Select several templates to create a batch. To do this, first select Create from your template/document list. Next, select the templates you’d like to include, then select Add items.
Alternatively, select the templates/documents you'd like to bundle in the template/document list and click Bundle at the top of the page.
Learn more here.
In the new editor
Start by creating a single template, then add documents to it. Open a left-hand panel, hover over the page you want to add a document before/after, click the "+" button, and select the Add document option. Use several templates you already have, add templates from our template gallery, or upload files.
All other methods for document bundle creation are consistent with the classic editor.
Template roles and role variables
Alright, you have started your template. The very first thing to do is to add your roles. Roles are placeholders for future recipients, like Client, Accounting, Signer, etc.
In the classic editor
Each role generates role variables. Variables are used as placeholders for dynamic information about your recipients that will change from document to document - Name, Address, Company name.
Add content through content blocks and fields for the recipients to submit information. Assign the fields to the template roles.
In the new editor
Open the right-hand panel while viewing your template.
Under More actions, select the Manage roles option.
Type in a role name, and click Create Role.
Assign fields using one of the following methods:
Drag and drop fields directly to the document for the new role.
If fields are already present but unassigned, click on a field and select a role to assign it to.
How to create documents
Now that you have set up your template you can generate a document. You can start a document from:
Inside the template by clicking Create document at the top right
From the document list by selecting +Document > and selecting your template the list
From the template list by hovering over the template and selecting Create document
Then assign actual recipients to the template roles and click Continue. And that’s it!
Your variables have been filled out with the recipient’s info, and fields have been automatically assigned to the recipients. It’s that easy! Set up a template once and save time generating professional-looking documents in a couple of clicks!