Turn an existing PDF into a reusable template.
A reusable template keeps the wording you want and gives the changing details their own fields. Docjig helps you find those fields in a PDF, review them in context, and create the next document with new values.
Example: a recurring residency letter
Suppose fictional Maple Court Management regularly prepares residency letters. One letter names Alex Morgan at 14 Example Lane, Unit 2, with a lease ending June 30, 2027. The next is for Sam Rivera in Unit 5, with a different lease end date. Reuse the reviewed wording, then check the facts for each new letter.
- Separate fixed wording from changing facts. Review the company details and letter body. Make the resident name, property address, unit, letter date and lease end date fields. Use one field for repeated mentions of the same resident; keep the letter date separate from the lease end date and any signing date.
- Check every page for the prior resident’s details. Compare the proposed template with the original, including headers, footers, images and attachments. Remove or replace old names, addresses, dates and resident-specific statements in the new template. Do not assume field suggestions found every occurrence.
- Approve once, review every new copy. After reviewing and approving the template version, enter Sam’s verified details. Inspect the generated PDF for leftover Alex details, text fit and statements that no longer apply before sharing it. If the fixed wording needs to change for future letters, revise and approve the template separately.
- Collect a new signature if one is needed. An old signature, initials or signing date is not fresh consent to a new letter. Remove prior execution marks from the reusable copy and use recipient signing on the reviewed new document. Keep the original signed record separately.
All names, addresses and dates above are fictional. This example illustrates the workflow; it is not a legal form or proof of residency.
1. Start with a PDF with selectable text
Open your PDF and try selecting a sentence. If you can select individual words, it is a better starting point than an image-only scan. Docjig accepts PDFs up to 20 MiB. Scanned pages need text recognition (OCR) first, and complex layouts still need careful review.
Sign in to your workspace, choose New template, and upload a PDF or DOCX. Word files convert to PDF first; check the converted fonts and page breaks before continuing. The original PDF is saved alongside the draft.
Try it with fictional documents. Download demo lease A and demo lease B. They contain invented names, addresses and an attachment so you can try the workflow without uploading personal information. These are demonstrations, not legal forms.
2. Find what changes next time
Choose Find reusable fields and explain what should vary. A useful instruction names both the changing values and anything that should remain fixed:
“The resident name, address and lease end date change for each letter. Keep my company details and the closing paragraph.”
One document can suggest candidate fields. A second rendered sample can reveal more variations, including different clause wording. You can supply choices that do not appear in either sample.
3. Review fields and cleanup inline
In Review changes, select highlighted fields directly on the original PDF. Accept, reject, edit or delete each field; rejecting or deleting restores its original text. Check names, types and repeated occurrences against the text around them. A date in a clause is not necessarily a signing date; a company name is not necessarily a field.
For a previously signed document, review signatures, DocuSign envelope IDs and signing dates individually. Remove old execution details only from the new template. Keep the contract dates and disclosure wording you still need. Images stay at their original positions automatically; remove only the images you do not want reused. A company logo may be reusable; a copied signature must never be presented as fresh consent. Leave signing areas clear for the people signing the new document.
Marks baked into a full-page image cannot always be separated. Do not approve an image whose contents you cannot verify. The uploaded original remains unchanged.
4. Approve a version and generate a new PDF
Save your review, inspect the PDF preview, and approve the exact template version. Choose Use template to enter the new values. Filling an approved version substitutes values without asking AI to rewrite the fixed wording.
Templates and created documents have separate library sections. Editing a created document changes that document. Revising a template creates a new version for future use; it does not rewrite documents you already created.
5. Collect signatures when the document is ready
Open Prepare for signing on the new document. Add signature, initials and signing-date fields, assign each person their fields, and review and finalize the version before sending. Up to 20 recipients can sign the same document in any order through private email links, without creating Docjig accounts.
Track signing status and download the completed PDF with its receipt when everyone finishes. Your reusable template stays ready for the next copy. Read the multi-party e-signature guide for the full workflow and current limits.
Reusable template, PDF filling or e-signing?
Choose based on the job you need to finish. A reusable template produces future copies with new values. PDF filling completes fields in an existing form. E-signing asks people to review and sign a specific document. You can use these steps together.
| Choose | When it fits and what to check |
|---|---|
| Reusable template | You issue the same letter or agreement repeatedly, with changing names, dates or amounts. Review and approve the fixed wording and reusable fields, including repeated values, then fill a new copy each time. Check each PDF for leftover details and text fit. |
| PDF filling | You need to complete boxes on an existing form. Docjig can fill supported native PDF controls while preserving their page positions. Check field values and the rendered result before finalizing. A scanned box is not a native form field, and filling a form does not itself collect anyone’s consent. |
| E-signing | The document’s content is ready and people need to sign it. Use a document made from a template or upload a one-off PDF or DOCX in Documents. Add and assign signing fields, review and finalize the version, then confirm recipients and send private email links. Keep the completed PDF and receipt. See the signing workflow and its limits. |
For the recurring residency letter above, start with a reusable template and add signing only when required. For an existing fillable form, start with its controls. For a finished one-off agreement that only needs signatures, upload it directly without creating a template first. Saving or finalizing a document is not the same as signing or sending it.
Can I edit the wording in Word or Google Docs?
Yes. Export a Docjig wording copy, open the DOCX in your editor, edit within existing paragraphs, and return it to Docjig for review. Use Docjig for field and wording changes. Wording stays within the original PDF layout; new paragraphs and separate attachments are not added. See the workflow guide for the editing-copy process.
Can I do this from a conversation?
A connected ChatGPT session can import your PDF, propose fields and fill an approved template. You still inspect changes and approve the version in Docjig.
Start with a document you already use.
Free: 3 saved templates and 3 new documents per UTC calendar month. No credit card required. Personal: $9 USD/month plus applicable tax for 100 saved templates and 100 new documents per month. Storage and field-inference limits apply. See Plan & usage in your workspace.