How to Add a Document Step – Streamline

Documents play a key role in many workflows, helping you display information, collect structured input, and capture important approvals. Whether you’re building an onboarding flow, a review process, or a signature experience, adding a document allows you to guide users through the steps they need to complete.

In this guide, we’ll walk you through how to add a document to your project, customize the document itself and the fields it contains, and configure it so it works seamlessly with the rest of your workflow. By the end, you’ll understand how documents fit into Streamline’s end-to-end process and how to tailor them to support your team’s goals.

Step 1: Add the Documents Step

Navigate to Your Workflow Canvas. In your workflow canvas, click the Add button to begin adding a new step & Select the 'Documents' Option.

Name the Document. You can name your document here. Choose a name that fits the document's purpose or the task it serves in the workflow.

Step 2: Choose your preferred method for building the document

When configuring a Document step, you’ll choose how you want to build your document. Streamline now provides two starting options:

Create a new file
Upload a file

The experience that follows depends on which option you choose and the file type you use.

Create a New File

Selecting Create a new file opens the built-in document editor, powered by a Microsoft Word–style interface.

This option allows you to:

Build and format content directly inside Streamline
Insert data fields inline within the document
Adjust layout and styling
Add signer fields in context

This method provides a fully editable document surface and is ideal when you want flexible formatting or plan to use Collaboration.

Upload a File

If you choose Upload a file, the behavior depends on the file type:

Upload a DOCX File

Uploading a DOCX file gives you the same editable experience as creating a new file. You can continue editing the content inside Streamline using the document builder.

This option is ideal if you already have a Word document that needs dynamic fields, formatting adjustments, or collaboration.

Upload a PDF File

Uploading a PDF creates a fixed-layout document. The content of the PDF cannot be edited.

Instead, you can:

Place data fields on top of the document
Add signature and input fields
Position elements manually

This approach is best for static, pre-designed documents where the layout must remain unchanged.

How to Decide

Choose Create a new file or upload a DOCX when you need editable content and flexible formatting.
Upload a PDF when working with finalized documents that only require field placement or signatures.

If you plan to use a Collaboration step, you must use an editable document format, such as a new document or DOCX upload.

Feature Capabilities:

Dynamic Builder (DOCX)

Fields are embedded naturally into the flow of the text.
Supports DOCX uploads only.
Output is always a DOCX.
Built with Only Office, mirroring the Microsoft Word experience.

PDF

Fields are overlaid on fixed positions of the document.
Supports PDF uploads only.
Output is always a PDF.
Ideal for collecting static data.

Step 3: Configure your Document

Dynamic Document Builder (DOCX)

Leverages the familiar interface of Microsoft Word.

Allows users to:

Create new documents or upload existing DOCX files.
Add and format text with full document styling options.
Insert data fields inline within the document.
Embedded fields flow naturally with the document content.
Perfect for structured contracts, letters, or formatted agreements.

Tip: For more information on using logic to show or hide a section on your Document, please see this article.

Static Overlay Builder(PDF)

Designed to add form fields (names, dates, etc.) on top of a fixed PDF.

Useful for:

Applying fields to existing forms or scanned documents.
Upload your PDF, then drag and drop basic or data fields.
More limited in layout and styling compared to the dynamic builder.

Note for both builder types: You can upload multiple documents if necessary under the Navigation tab on the left. These documents will be combined into one file at the end of the workflow process.

Adding Data Fields to a Document

Data fields allow you to pre-fill parts of your document with information already collected during the workflow. This helps reduce manual entry, ensures accuracy, and creates a more dynamic, personalized document experience.

Note: The experience for adding data fields is largely the same whether you are working with a Dynamic document or an Overlay document.

To add data fields to your document:

Navigate to the Data fields tab within the Document step.
Select the appropriate workflow step you’d like to pull data from — such as a Form, Search Data, or Webhook step.
Drag and drop the desired fields onto the document.
Position each field where you’d like the corresponding value to appear.

Once configured, these fields will automatically populate during the workflow using the data available at runtime, helping you build dynamic, accurate documents without manual entry.

Adding Signers and Sign Fields to a Document

Before a document can be used in a Sign step, you must add your signers and configure their associated fields within the Document step. This ensures each signer clearly sees where to sign and what information to provide.

Note: The experience for placing signer fields is largely the same whether you are working with a Docx or PDF document.

1. Navigate to the Sign Fields Tab

Open your Document step and select the Sign fields tab.

This is where you will add signers, edit signer details, and drag signer fields onto the document.

2. Add Your First Signer

Add your first signer from the Sign fields tab.

Once added, a set of signer-specific fields will appear on the left side of the editor. These fields can be dragged onto the document wherever you need them.

Available signer fields include:

Signature – Primary signature block for capturing a signer’s digital signature
Date Signed – Automatically populates the date when the signer completes their signature
Name – Pulls in the signer’s full name (can be auto-populated or manually entered by the signer)
Initials – Small initial field often used for multi-page agreements or specific clause acknowledgment
Checkbox – Allows the signer to confirm or acknowledge specific statements
Date – A general-purpose date field for signer input (separate from the auto-applied Date Signed)
Text Field – Lets the signer enter custom text such as title, company name, or additional details
Radio Button – Allows signers to choose one option from a predefined set

Drag and drop any of these fields onto the document. You can reposition or resize them by dragging their edges or corners.

3. Add or Modify Additional Signers

Use the Signer dropdown to:

Add new signers
Switch between signers to place their respective fields
Edit signer details, such as adjusting signer labels or display names

Each signer will have their own field set, ensuring all fields are correctly assigned and easy to manage.

💡 Tip: Once you're finished with adding signer roles in the document builder, it's time to map assignee details to each role in the Sign step. Check out this article for more information on using our Sign step.

Once finished with configuring your Document, you can click X to return to your Workflow.

Additional Features & Considerations

Built-in PDF Viewer: Preview documents within the workflow interface.
Notification Step Delivery: Documents must be delivered via a Notification step. Without it, users won’t receive access to the generated file.

Overlay Builder:

Only supports PDF uploads.
Limited formatting; not intended for complex document creation.

File Size Limit:

Max 25MB per Document step.

Best Practices

Use the DOCX option for rich, formatted documents where the data needs to be embedded seamlessly.
Use PDF option for working with pre-designed PDFs.
Always include a Notification step to ensure the generated document is delivered.

By following these steps, you can easily add documents to your workflow, ensuring that your documents are completed with the necessary data.