Focus: The focus of this self-help article is to provide steps and information about PandaDoc “Fields” and how to use them.
Please note: Fields can be used for documents and templates. In this help article we will be using them for a document. Fields can also be resized to provide a larger or smaller field.
Using PandaDoc Editor and “fields”: If you are planning on using fields for the templates and documents you create via the PandaDoc Editor. Fields must be added into “Content Blocks”. Please view this link for more details.
Copying text from fields from completed documents…. PandaDoc also offers the option to copy the text in the field once it has been completed by your recipients. This makes it easy to copy the text from the fields so you can use it.
What is a field?: With fields, We make things easy! Drag-n-drop signature, text, and other various input fields, assigning recipients to them with a single click. In the PandaDoc system, there are nine (9) different fields. They are:
- Textfield – With the TextField field, this can be used to provide instruction to your recipient or have your client add a bunch of text to the document. This field can also be enabled to “required”. Example, “Please add your address details”. Then using this field, our recipient of the document can fill out this field.
- Signature – With the Signature field, this can be added to your document so that your recipient can “Sign” the document.
- Initials – With the Initials field, this can be added to your document so that your recipient has to fill out their initials. This field can also be enabled to “required”. An example of using this, is adding the initials field that the bottom of every page, to confirm they understood the document details.
- Date — With the Date field, this can be added to your document so that your recipient can fill out the field for the date. This field can also be enabled to “required” and also includes Date formatting options. A good example of using this, is if you recipient needs to fill out a date field for confirmation of work or when they signed the document.
- Checkbox – With the Checkbox field, this can be added to your document to have your recipient check the box. This field can also be enabled to “required”. A good example of using this field if you have import pieces of information and you want to confirm that understand the document.
- Dropdown — With the Dropdown field, you can setup a list of items that your recipients can choose when they fill in the document.
- Masked Field — With the Masked Field, this can be added to your document, if you need to block recipients information from being displayed to other recipients. A good example of this, lets say you are sending this to two or more recipients. One of the recipients has confidential information and you don’t want to show this for all recipients.
- Upload Field — With the Upload Field, this can be added to your document, if you need to have your recipients “upload/attach” a file to the document. A good example of this if you need your recipients to upload additional files to complete a document. CC authorization forms, address forms, etc…
- Text — With the Text Field, this can be added to your document, if you need to add extra text to the document itself. A good example of this, lets say you have a document but you needed to add further instructions in the document. Use the Text Field field to add that extra content. There is no size limitation for the size of the block. It can be stretched to provide more area for text to be added.
Step 1: Adding fields. Upload a document or a template. Click on “Fields” on the right. Select field, “Hold down” with your mouse and move it into position. In this example, we will be adding a “Signature” Field.
Step 2: Using Setting options for Signature field. Now after you added the field, there will be other options that can be setup for this specific field. For “Signature”, you have to do is assign a “actor / contact” to the field and you can define which options the recipients can sign the document.
Step 2-B: Using the Textfield field and its setting options For this field, it includes “Title”, this will be shown in the field. Example: (Enter in your notes here). This text be shown in the field that is added to the document. Also included is a “required” option. Select your recipient and click Apply.
Step 2-C: Using the Dropdown field and its settings options This field, will allow you to setup a list of items for your recipient to from a list you defined for the field. This includes a “required” option. Add your recipient, and then build your dropdown item list.
Step 2-D: Using the Initial field and its setting options This field, will allow your recipient to add their initials to the document. This includes a “required” option. Add your recipient, you can also select which “Initial types”, your recipients can use to complete the field.
Step 2-E: Using the Date field and its setting options This field includes a “Title” option. Includes a “required” option and an option for “Date Format”. Add your recipient and click “Apply”.
Step 2-F: Using the Checkbox field and its setting options This field includes a “Title” option and a “required” option. Add your recipient and click “Apply”.
Step 2-G: Using the Text field and it setting Options Includes a “Title” option and a “required” option. Add your recipient and click “Apply”.
Step 3: Add any other fields that you want to add to the Document and then “Send the Document”.
Step 4: Removing fields If you ever need to remove the field, double click on the Field and then click on red link “remove”.
Step 5: Copying text from completed fields. Shown below is a completed document. Here you will see that you can access the Textfield, Date and Dropdown field data and copy the contents.
Assign all fields to one recipient at once:
If you want to assign all fields on your document to only one recipient, click “Send” on the right and click “Assign all” at the bottom bar, choose a recipient from your recipients list:
If by any chance you have to re-assign recipient’s fields to another person, you can do this easily now by going to Recipients, clicking the recipient’s name > pen icon. You will have three options:
- change recipient’s email address (in case it has a typo)
- re-assign fields to another person (you can choose from your contact list)
- un-assign all fields
Note, if you have tokens in your document, they won’t be updated after re-assigning or un-assigning fields. You have to do this manually.
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.