Availability: Business and Enterprise plans
Note: You can map products from Salesforce, HubSpot, Pipedrive, Zoho CRM, and Microsoft Dynamics.
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All products from your CRMs can be mapped to specific quotes or quotes sections in your templates. No need to drag and drop products to designated sections after they've been pulled from your CRM — now you can have products sorted into sections and quote builder blocks automatically.
Note: You only need to set up merge rules when you're passing product information from a CRM to a quote builder block. If your team adds products to quotes manually or from the catalog, you can skip this article.
Connect your CRM in Build your workflow
To avoid manual work, we recommend connecting your CRM to the template before you set up merge rules. Once your CRM is connected, PandaDoc lists all available product fields for you to choose from when you create a rule, so you don't have to type field names yourself.
Open the template you're using for your CRM integration, or create a new one. The Build your workflow panel opens on the right.
Select + Add step, then select Pull data from integration.
Select the Pull data from integration step to open its settings.
Under Choose integration, select your CRM. Connect it if you haven't already.
Under Choose where to pull data from, select the record your documents are created from, for example Deal or Opportunity. The available options depend on your CRM.
Note: You can also connect your CRM from Settings > API and integrations.
Note: Technically, you can skip this step. Without it, you'll need to enter field names manually when you configure merge rules, and each name must match your CRM's product field exactly.
To learn more about this step, see Pull data from integration — CRM workflow step.
Enable product merging rules
The rules for merging products must be pre-set on a template you'll use to create documents from your CRM.
Open the Templates section in PandaDoc, then either open the template you're using for your CRM integration or create a new one.
Add a quote builder block or find an existing one. Select the block, then select Options (gear icon) in the top right. From the list, select Set up data merge.
In the data merge window, data merge is turned on by default. If it isn't, select Enable. Then switch to the Merge rules tab and select +Add rule.
From there, you can set rules to define how products will populate quote builder block.
Product merging rules overview
Here are a couple of important notes on merging rules:
A product can be added to a quote only once. If the product fits more than one merge rule in your quote, it will follow the first rule only.
If a quote doesn't have any rules set, but data merge is turned on, all products listed in your deal/opportunity will be added to the bottom section of your quote builder.
If a quote builder has at least one rule set, only the products that fit this rule will be added to this quote.
You can add a maximum of 100 rules.
Recurring items cannot be used within pricing tables. Use quote blocks instead for recurring items.
Rules details and naming conventions
The merging rules are based on if/then logic.
In the If section, you must specify a field name based on the product that will be added to the quote or quote section. If your CRM is connected in the Build your workflow step, select the field name from the dropdown. PandaDoc lists the available product fields from your CRM.
If your CRM isn't connected, you'll need to enter the field name manually. It can be one of the default deal/opportunity product field names — Name, Description, Price, SKU, QTY, discounts, taxes, cost, billing_cycle, ref_id, and ref_type — and it's crucial that you spell the name exactly as it's spelled here. Field names can differ between CRMs, so we recommend connecting your CRM and choosing from the list.
Note: When you choose Discount as a field name in the If section, only "Contains" and "Doesn't contain" can be selected as its value. With "Equals" and "Doesn't equal" values, products won't be passed to the quote builder block.
Next, you can specify how PandaDoc should parse the field value and the field value itself.
You can add as many field value conditions as you like.
In the Then section, specify whether or not the product should go to a specific quote section. If a section has no name, you'll see the Section without name option.
Merge products into specific sections
In your quote builder, add sections you'll need to merge products into. To add a section, select +Section under the quote, then rename it if needed. In this example, we'll add a Products section and a Services section.
Next, select the quote builder block, then select Options (gear icon) in the top right > Set up data merge. In the data merge window, switch to the Merge rules tab.
Click +Add rule. Specify the conditions for which the products will be filtered, then select the section of the quote where you'd like them placed. In this example, we're filtering based on the SKU field, and the SKU field must contain "7" in it. Lastly, save the rule.
We've done the same for the other section (Services), setting it to filter products based on the Description field. The value should contain "Services."
When you create a document from your CRM using this template, products will be filtered based on the merge rules into their respective quote sections.