What are tokens and how can I use them?

Focus:  The focus of this self-help article is to provide steps and information about the PandaDoc Document Builder and using “tokens”.

What are tokens? A token is piece of code that you can insert into a “content block” that will auto-fill your information. For example, if you have filled out the Client fields (First Name, Last Name, Company Name, Email address) for your client contact, you can insert in a token to auto-fill that in your document. Tokens can even be inserted into Tables. Custom tokens can also be created. Tokens can only be created when you build a template, using our editor/block builder.

Where are tokens created? Tokens are created and can be added to content and the “Template” level. Then when you turn a template into a “document”, you can use those tokens to fill out corresponding data.

Please note: If you are using tokens to populate content in the pricing table, this will not work for the Name and SKU column headers. We now have a new Predefined token “[Document.RefNumber] that can be used to populate the Document reference number that is shown on the completed document “Signature Certificate”.  Also, as this time you cannot use tokens that have apostrophe’s ” ‘ “.

We recommend that you use tokens for “templates” and when you use that template for a document, it will auto-fill the tokens you have setup. Tokens can also be used with the Content Library.

Step 1:  Create a new Template. On the left, click on “Templates”, then click on New Template.

Step 2:  Click on “Create a Template”.

Step 3: Provide a name for the template and add Roles.  Using Roles, you can setup to predefine the fields  when you use a template for a document. Please view this link for more details about Roles. Please note: If you setup a Role in this Step, five tokens will automatically be created, based upon the contact fields. First Name, Last Name, Company Name, Email Address and Phone Number.

Step 4: Adding Content, using Content block and fields. For more information, click each link. Content Blocks and Fields.

Step 5: Using tokens if you add Roles. In step 3 above, we discussed roles. If you have added roles,  when you go to “tokens” you will see the five tokens that have been automatically created.

Step 6: Adding custom tokens.  PandaDoc allows you to create custom tokens to autofill information when you use the template for a document. Custom tokens can be added to content blocks and they need to be formatted with “brackets”. Example: [SignerTelephoneNumber]. Once you add them to the content blocks, they will show up on the right under “tokens”

Step 7: Predefined Tokens. PandaDoc also offers pre-defended tokens. Includes Document Created Date, Document Reference Number, Document Sequence Number (If feature used, click here).

Step 8: Using tokens for other parts of the template. Once you have your tokens, you can click on each one and then use “CTRL-V” to paste them into the content blocks. You will notice in the right panel it will show you how many times the token has been used.

Step 9: Pricing table tokens. If you have the pricing table enabled, you can also use tokens to be added for total, discount total and Quantity total. Click here for more information about the pricing table.

Step 10: Using a template with tokens to create a document.  Once your template has been completed, you can now turn this into a document and you will see how token(s) will be used. If you have setup a Role, fill out the recipient and then fill out any Role tokens and custom tokens you have added.

Step 11: Editing and filling out tokens.  PandaDoc provides two different ways in order to fill out the token values throughout the document. In the document itself, you can click on the token name and small text option will come up or over on the right panel, under Tokens, you can fill in the field itself for the token.

Step 12: Sending Document, Token Review….

Using this feature, you will be provided with three options:

  1. Green button “Review and Fill”, if you click this button, this will take you into the Tokens in the document and provides you access to fill out the token values.
  2. “Replace unfilled tokens with blanks”, this option will add a “space” to any blank token in your document. Once done, you will be prompted to name the document and then send it out.
  3. “Do not replace (tokens will be displayed)”, this option will keep the token names in the document and no data will be display in those values.


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