The Pull data from integration step connects a template to your CRM. When a team member creates a document from that template, they select a CRM record — a deal, contact, company, or opportunity — and PandaDoc automatically fills in the mapped variables. No manual copying of contact details, deal amounts, or custom fields.

You configure this step once at the template level. It applies every time the template is used.

The way you start creating a document hasn't changed — you can still create from within HubSpot or from PandaDoc, whichever your team prefers. What's changed is what happens after you start.

Before: Whether you clicked Create Document from the PandaDoc panel inside a HubSpot deal, or opened a template from within PandaDoc, you'd land in a short pre-flight step to confirm recipients — then go straight into the document editor with the deal already linked.

Now: The same two entry points exist — from HubSpot or from PandaDoc — but instead of landing in the editor after a pre-flight recipients step, a guided flow walks you through selecting the CRM record first. When creating the document from the CRM record, it will be pre-filled.

The HubSpot sidebar panel — is no longer present in the editor in the new experience. Linking a CRM record to a document now happens during the guided flow, not from within the editor. It is not currently possible to link or unlink a CRM record from within an already-created document.

The step works with any CRM connected to your PandaDoc workspace.

The step is automatically placed at the top of the workflow — it always runs first, so CRM data is available throughout the rest of the document creation flow.

Select Variables to open the template editor with the variables panel.

This shows the full list of available CRM fields for your selected data source — for example, Deal.Name, Contact.Email, Organization.Address, and any custom fields configured in your CRM.

To use a variable:

When a team member creates a document from this template and selects a CRM record, PandaDoc replaces the variable placeholders with the actual values from that record automatically.

Select Refresh variables list if you've recently updated your CRM's field configuration and new variables aren't appearing yet.

Select Configure rules to set up data sync between PandaDoc and your CRM. Two rules are available:

For each rule you enable, choose when the sync should run:

Enable the toggles, check the appropriate trigger boxes, and select Save.

Select Back to workflow when done.

When you select Use this template from PandaDoc, or Create Document from within HubSpot, the guided flow opens. Because the template has the Pull data from integration step configured, the first screen is the CRM record selector.

What you see: A search field prompting you to select a record — for example, Select deal for a HubSpot- or Salesforce-connected template.

Creating from HubSpot: When you use Create Document from a HubSpot deal record, that deal is pre-selected in this step — you don't need to search for it manually.

Skipping this step in PandaDoc: If you select Add recipients without choosing a record when creating a document in PandaDoc, the flow advances without linking a CRM record. The document will be created, but CRM variables won't be populated and sync rules won't run. This can be useful for drafting quickly, though it is not currently possible to link a CRM record to a document after it has been created.

Contacts associated with the selected CRM record are available in the recipient search dropdown under each role. Add any CC recipients if needed.

Select Edit document to continue, or Skip to move ahead.

The document editor opens with the right sidebar showing available field types: Signature, Initials, Text field, Date, and more. Select Show all to see Checkbox, Dropdown, Radio button, and additional types.

Your CRM variables are already populated in the document, or shown as placeholders if the CRM record didn't have data for those fields. Add or adjust fillable fields as needed.

If you've updated data in your CRM after the document was created: Select Refresh data under More actions at the bottom of the editor to pull in the latest values from the linked CRM record. This replaces the Refresh data button that was previously visible in the editor sidebar.

Depending on your template's workflow configuration, additional steps may follow — Set up payment, Send to approvers, and Send document. The step indicator at the top (e.g., Step 3 of 6) always shows your position and total number of steps. Select it to see all steps and jump to any one. Select Open document at the bottom of any screen to jump straight to the editor at any time.

If some CRM variables didn't populate because the selected record didn't have data for those fields, you'll be prompted before sending:

To find out why a variable isn't populating: Open the deal, contact, or company record in your CRM and confirm the corresponding property has a value. Empty properties in your CRM will always result in placeholder variables in PandaDoc. Update the record in your CRM, then use More actions > Refresh data in the document editor to pull in the updated values.

The template doesn't have the Pull data from integration step configured, or the step is present but no integration is selected. Open the template, go to the Build your workflow panel, and confirm the step is there and shows your CRM as the connected integration.

Confirm you're logged into the PandaDoc workspace connected to your CRM. If records still don't appear, go to Settings > API and integrations, disconnect and reconnect your CRM, then try again.

Go to Settings > API and integrations and connect your CRM first. It will then appear under Connected when you open the step settings.

The selected CRM record doesn't have data for those fields. Open the record in your CRM, confirm the corresponding properties have values, then use More actions > Refresh data in the document editor to pull in the updated values.

Confirm sync rules are enabled under Configure rules in the template's integration step, and that the correct triggers (Sent, Completed) are checked. Also confirm your plan includes External automations — this feature is required for sync rules. Rules only apply to documents created after they were saved.

Contacts associated with the selected record appear in the recipient dropdown and can be selected manually for each role. Automatic role assignment is a known limitation currently being addressed.

Linking a CRM record now happens during the guided flow, before the document opens — it can't be changed from within the editor. If you need to link a different record, you'll need to create a new document from the template and select the correct record at the start of the flow. Linking and unlinking CRM entities from within the editor is not yet available in the new experience.

Your PandaDoc for Salesforce managed package is below version 1.74, or the one-time workflow authorization hasn't been completed. See Salesforce troubleshooting: Connection required (one-time setup). Only a Salesforce admin can upgrade the package.

The workflow-specific authorization is separate from the standard Salesforce connection. Go to Settings > API and integrations > Salesforce and select Connect Automations to complete the one-time re-authorization. See Salesforce troubleshooting: Connection required (one-time setup) for the full steps.d yet. An admin needs to add and configure the Pull data from integration step on the template. See Part 1 below.