---
title: "Add a document"
slug: "add-a-document"
description: "Create and personalize documents like employment agreements and NDAs for e-signature with Fullcast. Use lookup tables and merge entities to define what data can be added to document templates."
tags: ["Document Management", "E-Signature", "Document Templates", "Lookup Tables", "Merge Entities"]
updated: 2026-08-07T20:46:50Z
published: 2026-08-07T20:46:50Z
canonical: "support.fullcast.com/add-a-document"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://support.fullcast.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Add a document

Create, personalize, and send documents — such as employment agreements, compensation plans, and NDAs — to recipients for e-signature. Each document lives within a [document group](/plan-and-pay/docs/manage-document-groups) and uses a template file with placeholder fields that are automatically populated with recipient-specific data when the document is sent.

## Document requirements

When uploading a document template, the following requirements apply:

| Requirement | Parameters |
| --- | --- |
| **Supported formats** | PDF; .docx |
| **Maximum file size** | 5 MB |
| **Document names** | Each document in the same document group must have a unique name. |
| **Template syntax** | The template must contain [placeholder fields](/plan-and-pay/docs/add-a-document#download-and-use-placeholders), formatted as `{{!section.fieldName}}`, where recipient data will be merged. |

## Download placeholders

Before you add a document, prepare your template file with placeholders for the data you want merged. Download the Placeholders PDF from your document group to see the available fields and their syntax. The PDF includes placeholder syntax for all merge entity categories: employee data, territory data, target data, compensation data, and any configured lookup tables.

1. Go to **Documents > Document Management**.
2. Find and select the document group you want to add documents to.
3. From the document group screen, click the **menu ⋮**.
4. Select **Download Placeholders**.

![Download Placeholders pdf from the menu.](https://cdn.document360.io/369efcf7-66f9-4f6b-9d45-9ca24a5b06cf/Images/Documentation/image(581).png?sv=2026-02-06&spr=https&st=2026-11-09T06%3A27%3A46Z&se=2026-11-09T07%3A27%3A46Z&sr=c&sp=r&sig=9ZrLodKaomfinyL9jDo8jPAL7YQtD7GKZw031nRAkpk%3D)
5. Review the notes at the top of the Document Placeholder PDF for additional context on using the placeholders.

## Use placeholders as merge fields in templates

Review the notes at the top of your downloaded Document Placeholder PDF for additional context. Keep these structural layout rules in mind when copying placeholder strings directly from the PDF into your document templates:

- **Signature blocks** — Use the exact `{{Sign1_es_:signer1:signature}}` format to map signature placement.
- **Initials blocks** — Use the exact `{{Int1_es_:signer1:initials}}` format to map initials placement.
- **Signing sequence rules** — The variable `signerN` idicates a participant's *position* in the workflow, not their role. This system applies to both approvers and signers. Assign `signerN` sequentially based on the signing order, regardless of designation. For example, in a sequence of **Approver 1 > Approver 2 > *Signer* > Approver 3**, use `signer1`, `signer2`, `signer3`, and `signer4`.

> [!NOTE]
> Note
> 
> The signing sequence numbering must match the order in which approvers are added in the Approver Route configuration — the approver route order and signing sequence must always be identical.

## Add a document to a document group

Add a document and recipients within a document group. A preview displays after upload.

> [!NOTE]
> Note
> 
> Document templates are not copied automatically when you create a new document group. To reuse a template in a new group — for example, when setting up a new fiscal year — download the PDF from the existing document (**menu ⋮ > Document Details**), then upload it when adding the document to the new group.

1. Go to **Documents > Document Managements**.
2. Find and select the document group you want to add documents to.
3. In the **Documents** panel on the left, click **Add (+)**.
4. In the **Add Document - Details & Criteria** window, complete the following fields:

| Field | Description |
| --- | --- |
| **Name** | Type the name of the document. |
| **File upload** | Upload the document template file. |
| **Keyword** | Optional. Type or select one or more tags to help identify and locate the document. |
| **Description** | Optional. Type a description of the document and its purpose. |
| **Recipient Criteria** | Optional. [Use the filter builder](/plan-and-pay/docs/using-filter-builder-to-create-criteria) to define criteria that determines which recipients receive the document. This narrows down the people that will be available to send the document to. |
| **Approver Route** | Select the recipient(s) and assign their role in the signing order. The approver route order must match the signing sequence numbering in the document template. See [Manage an approver route](/plan-and-pay/docs/manage-an-approver-route). |
| **Add CC Recipients** | Optional. Identify people who will receive a copy of the signed document but do not need to sign. See [Add CC recipients to a document](/plan-and-pay/docs/add-cc-recipients). |
| **Add Lookup Table** | If lookup values will be used, [add one or more lookup tables](/plan-and-pay/docs/add-a-document#add-lookup-table) as an additional data source. |
| **Add Report** | Optional. [Add a Raw Table](/plan-and-pay/docs/add-a-document#add-reports) report from Fullcast to include in the document. |

1. Click **Save**. A raw preview of the document displays with sample placeholder values filled in. This preview shows the document structure using sample data, not actual recipient data. A preview populated with real recipient data is available later in the sending process.
2. Review the preview. Verify that placeholder fields resolved correctly and the document layout looks as expected.

> [!TIP]
> **Tip**
> 
> Blank or unresolved fields in the preview usually mean a placeholder name in your template doesn't match an available field. Compare your template's placeholder syntax against the Placeholders PDF you downloaded from the document group.
3. Click **Save & Continue**.

## Add lookup table

Use lookup tables to reference data as merge fields in your document templates, beyond the standard employee, territory, target, and compensation entities. Lookup tables are CSV-based reference tables configured in the Commissions system. When added, lookup table fields become available as placeholders in your document template.

1. In the **Add Document - Details & Criteria** window, click **Add Lookup Table**.
2. From the **Table Name** dropdown, select the lookup table.
3. In the **Relationship Field Name** dropdown, select the column in the lookup table that contains the employee or people identifier.

> [!NOTE]
> **Note**
> 
> When the document is generated, the system uses this column to match rows in the lookup table to each recipient, making the corresponding row data available as merge fields in the template. If the lookup table uses a `people_id` column, select that field.
4. Click **Save**.

## Add report

Add a [**Raw Table Chart**](/plan-and-pay/docs/raw-table-chart) to the document to include additional relevant information. For example you could add a report that contains all the sales rep's upcoming renewal opportunities and the deal values as a reference for their renewal quota.

1. Click **Add Report**.
2. A dropdown with eligible reports will appear. Select one or more reports to include in the document.

> [!NOTE]
> Note
> 
> Raw table reports that are saved in either dashboards or standalone reports may be added to the document.
3. Optional. If you want to filter the records in the report to only those relevant to the document recipient, check **To Recipient**.
4. If you include multiple documents, you can rearrange their order in the document by dragging and dropping them using the 9-dot icon.

## Related

- [Manage an approver route](/manage-an-approver-route.md)
- [Add CC recipients to a document](/add-cc-recipients.md)