Focus: The focus of this self-help article is to provide steps and information to creating a template in your PandaDoc account via document upload.
What is a template and why should I create one?: For frequently used documents, creating a template will save you a significant amount of time. After each template is created, you just have enter the recipients email addresses and click send!
Please note, if your file meets any of the following:
- is password protected
- contains form fields, embedded fonts, comments
- 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.
There are multiple ways to upload a document for a template. In this article, we will be selecting a file from a computer. If you have documents that are password protected such has restricted PDF files we do not recommend this to be used.
Supported Files types: .PDF, .DOC, .DOCX, .XLS, .XLSX, .PPT, .PPTX files
Step 1: Accessing your templates. Click on the “Templates” icon on the left. Here you will see a list of your templates.
Step 1a: Template Context menu For each Template that you have in your account, you can use the far right menu to: “Duplicate”, “Move”, “Share – If enabled), Rename and Delete the template.
Step 2: Uploading a document to be used as a template On the upper right, click on “New Template”.
Step 3: Choosing how to add the template. PandaDoc offers multiple ways to add a template. Including Upload from your computer,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”.
Step 5 – Providing a name and setting up Roles Once the document has been uploaded, you will be asked to provide or update the document name and setup “Roles”. What is a template “Role”?: Roles are added to templates to help predefine the fields when you use a template for a document. So, if you setup a role called “Signer”, for each field; when you turn this template into a document, all that you have to do is assign a recipient to that role. The system will know that this recipient will have to go through all of those fields. Roles can be assigned to any field except for “Text” field. Please note: If you are adding more than two roles, you can setup the “Sign In” order. Click here for more info.
For more detailed information about “Template Roles” and how they can be used, click here.
Step 6: Adding Fields and selecting roles for those fields 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 “Roles” to those fields.
To Learn more Fields and how they can be used, click on each link: TextField Field, Signature Field, Initials Field, Date Field, Checkbox Field, Dropdown Field, Masked Field, Upload Field. To review all Fields, click here.
Step 7: Template Comments. You can use Template comments to add notes for this template or communication with your team members to work and build the template.
Step 8: Template workflow. If you would like to enable manager “approval”, please check out work-flow. For more information about this process, please click here.
Step 9: Template Settings. Found in More > Settings. Here you will find details about this document including Template Name, Owner, Created and ability to set the auto-expiration and auto-reminder. Click each link to view more information about these features.
Step 10: Using the template for a document. When you are ready, click on the green button “Create doc”.
Template will be used in document mode, assign the recipients to the Roles and you are good to go!
Step 11: PandaDoc template tools Click on the following links for more information about: Editing Templates, Template Versions, Embedding options, Duplicate Template, Tagging Templates, Content Reporting for templates
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?
- 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
- Open your PDF in a web browser, choose “Print” and print to PDF. Use this version to upload into PandaDoc.