Learn how to create your first document via upload

Focus:  The focus of this self-help article is to provide steps and information to creating a document in your PandaDoc account.
Please note: There are multiple ways to upload a file to be used for a document. In this article, we will be selecting a file from a computer. We do not support picture file types to be uploaded. Please turn the picture file into a PDF file type and then upload the PDF.

Be cautious, if your file meets any of the following:

  1. is password protected
  2. contains form fields, embedded fonts, comments
  3. exceeds 50 MB or contains more than 100 pages

You won’t be able to upload it into PandaDoc. You will need to remove these from the file before uploading.

Supported Files types: .PDF, .DOC, .DOCX, .XLS, .XLSX, .PPT, .PPTX files (except for .doc, .xls and .ppt (95) )

Step 1:  Accessing your documents. Click on “Documents” icon on the left. Here you will see a list of your Documents.

Step 1a: Document Context menu For each document that you have in your account, you can use the far right menu to: “Duplicate”, “Move”, “Rename – draft status only”, and Delete the document.

Step 2: Uploading a file to be used for a document On the upper right, click on “New Document”.

Step 3: Choosing how to add the document PandaDoc offers multiple ways to add a document. Including, Upload from your computer, Upload from Dropbox, Google Drive, Box and OneDrive. To upload document from your computer, drop a file into the follow box or click on the green button “or choose a file from computer”.

Step 4: Selecting a file from a computer You will see all the files on your computer. Navigate to your files, choose a file and click on “Open”.

For more information about other ways to upload documents, check out the following links:  Dropbox, Google Drive, Box, OneDrive

Step 5 – Providing a name and adding recipients. Once the document has been uploaded, you can change the title of the document. Also you can add recipients to the document on the right side under “Recipients”.

Step 6: Adding Fields , using field settings and selecting a recipient.  Once the template is ready to be edited, click on “Fields” on the right. Select your Field, drag and move onto the document.  Review the Field Settings and assign recipients to those Fields.

To Learn more Fields and how they can be used, click on each link:  TextField Field, Signature FieldInitials Field, Date Field, Checkbox FieldDropdown Field, Masked Field, Upload Field,  Text Field. To review all Fields, click here.

Step 7: Document Settings. Found under More > Settings. Here you will find details about this document including Document Author, Status, and ability to set the auto-expiration and auto-reminder. Click each link to view more information about these features.

Step 8-A: Ready to send  Once you have added your Fields, setup Fields and added Recipients. You are now ready to send. Click on the green “Send” button.

Step 8-B: Confirm Name of Document.  Next, you will have the option to change the document name, if you did not do this in Step 5.

Step 9: Adding personal message and emailing your recipient(s)   Next, you can modify the subject of the email and then add a Optional Message and to make it more personalize to your recipients. Add the message and when you are ready, click on the green “Send” button. Please note: You can also save your messages, click here to learn more….

PandaDoc will confirm the message has been sent.

Example email your recipients receive when you send through PandaDoc.

Example Email

Step 10: Using PandaDoc document Activity The document activity will help you track what is going on with the document.  Also includes options to add “public comments”.  Click here for more details on how to use this.

Step 11: Using Audit Trail You can also use the audit trail in order to view the status changes of the document. Click here for more details on how to use this.

Step 12: Using PandaDoc Analytics  Once the document has been viewed by your client, “Analytics” option will be displayed.  Click here for more details on how to use this.

Step 13: Editing the document  If you ever need to “edit” the document after it has been sent. You can do this with the “Edit” button. There are multiple ways to “edit” a document, click here for more information.

Step 14: Downloading document and printing after it has been completed  At any time, you can download the document in case you need the file.  Then as along as you have a PDF Viewer on your computer or device, you can print the document if needed.

Step 15: Duplicating a document. At any time, you can go back to Documents, check the document and click Duplicate. This will provide an exact duplicate of your document. Click here to learn more about this function.

Step 16: Tagging of documents You can also tag your documents in order to key track of them by using “keywords” to make it easier to find. Click here to learn more about Document tagging.

Step 17: Printing and Converting to a template At any time, you can go to More… and then you can print and convert to Template. Click here to learn more about converting to a template so you can use it again and again.

Recipient Access/Recipients can’t access document:

How recipients view the PandaDoc emails:  All emails from PandaDoc are delivered from the docs@pdoc.co. It is not possible to obtain the document URL from PandaDoc and provide this to the recipients in order to open the document. PandaDoc is not able to provide the direct URL links, due to the UETA and ESIGN Acts for electronic signature.

Recipient access after the document has been sent: When you send out the document from PandaDoc, the link for the document access will be available for 60 days.

Recipients access after completion of the document (Signed): Once a document has been completed by all signers, you will have access to the document in PandaDoc. Your recipients will have access through completed document for 30 days through their email. After 30 days, your recipient will need to contact you for a copy of the document or sign up for a free PandaDoc account using the email it was sent to.

Document troubleshooting:

Question: I uploaded a PDF and used fields to collect information from my recipient(s). Why is the information that my recipient entered not showing up on the download?

When you create your Upload template or document, make sure the PDF that you’re using is flattened. If there are active fields in your PDF it will conflict with our PDF renderer and the input values will not print. To make sure your original PDF fields are flattened you can do one of the following:
  1. Open your PDF in Adobe Acrobat and choose “Save as Other” > Optimized > Discard Objects > make sure that “Flatten Form Fields” is selected > Save. Use this version to upload into PandaDoc
  2. Open your PDF in a web browser, choose “Print” and print to PDF. Use this version to upload into PandaDoc.
Another PDF setting that will affect your ability to create uploaded templates and documents are protected PDFs. If you have a protected PDF, please follow step 2 above or turn off protection on the copy that you are uploading from Adobe Acrobat (you may not be able to do this if you are not the creator of the PDF).

Have questions? For faster support please:

  1. Log in to PandaDoc
  2. Click on the “Help” button next to your profile icon
  3. Choose Submit Help Request option

Or feel free to contact us using our public form:

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