PDF-based templates allow you to use an existing PDF as the foundation for a reusable contract template. The PDF layout stays exactly as designed, while you add interactive fields on top—such as signatures, dates, dropdowns, and text inputs. This is useful when a contract or form must follow a fixed format or come from a preapproved design.
While Editor-based templates offer the most flexibility for creating and updating content, PDF templates are a solid option when a static structure is required.
1. What PDF Templates Are Used For
PDF templates are helpful when:
The layout must remain unchanged
The document is legally approved or standardized
You need to reuse forms that originate outside GetAccept
Visual alignment or formatting must match an existing design
Teams often use PDF templates for standardized agreements, compliance documents, HR forms, and externally provided contract formats.
2. How PDF Templates Work
When you upload a PDF, GetAccept keeps the layout locked and treats it as a static background.
You then place interactive fields on top of the pages to collect the required information.
The PDF content itself cannot be edited inside GetAccept.
Only the interactive fields and role assignments can be configured.
3. Supported PDF Fields
PDF templates support the following types of interactive fields:
Signature & Identity
Signature
Initials
Sign date
Name
Company
Input Fields
Text
Validated text (min/max length, RegEx)
Dropdown
Checkbox
Link field
Automatic Fields
Merge fields (sender, recipient, CRM data)
These fields allow static documents to become fully interactive.
4. Template Roles & Field Assignment
Each PDF field must be assigned to a template role, such as:
Signer
Approver
Viewer
Sender
Roles determine:
Who signs
Who fills in data
Who approves before signing
What fields appear for each participant
This ensures consistency and prevents misconfiguration when generating live documents.
5. Validation Rules for PDF Fields
PDF fields support multiple validation layers to ensure data accuracy:
Required fields
Minimum and maximum length
RegEx patterns
Format-specific validation (e.g., numbers only)
These rules help enforce compliance and reduce manual follow-up.
6. Document Behavior After Sending
PDF-based documents follow strict behavior after sending:
Locked layout
The structure of the PDF cannot be changed
Only interactive fields can be completed by recipients
Field restrictions
No new fields can be added after sending
Field assignments cannot be changed once live
New versions
A new version is required if you need to adjust:
The underlying PDF
The field structure
Any layout-related content
This maintains document integrity and compliance.
7. When to Use PDF Templates
Use a PDF template when:
Your document must follow a specific approved layout
You need to use externally designed forms
Formatting must stay consistent for every recipient
Compliance rules prohibit layout changes
For most flexible, editable, or frequently-updated contracts, Editor-based templates are the recommended option, but PDF templates remain a reliable fallback when structure must stay fixed.
Summary
PDF-based templates let you reuse static documents while adding interactive fields for signing and data collection. They maintain strict layout control, enforce consistent workflows through template roles, and support validation rules for accurate data entry.