BambooHR automations

Availability: External Automations feature is available as a paid add-on for Business plan ($39 per month per account/ $468 per year per account) and is included in Enterprise plan.

Both Business and Enterprise plan users receive a complimentary allocation of 20 documents per month for monthly subscriptions and 250 documents for annual subscriptions, all of which are generated through automations and are available per account, free of charge. After reaching the limit each document created using automations will cost $2. The two recipes that count towards this limit are:

* Sending a follow-up document when a document is sent or completed
* Sending a new document when a new employee record is created in BambooHR

Learn how to set up automations in your templates here. 

Move a document to the employee record in BambooHR 

1. Select “When PandaDoc document status changed then upload PDF to employee file on BambooHR”
2. Select trigger status for any PandaDoc documents created and linked to the BambooHR employee record — you can choose between “Sent” and “Completed”
3. Authorize connection between BambooHR and PandaDoc via Workato
4. Select Save
5. Create a document using this template
6. Then, in the document, select Apps on the right panel
7. Click on the BambooHR tile, select Link document and search for the employee record, click Link

Once you link the document to the Bamboo HR employee record, the PDF will be automatically uploaded to the PandaDoc uploads folder in the employee documents tab once it’s been sent or completed (depending on your automation setup).

Create an Employee in BambooHR when document status changes

Before you start setting up this automation, make sure you have a template role (Employee, Candidate) for your future employees. 

1. Select “When PandaDoc document status changed then create an employee record in BambooHR”
2. Click Connect to authorize connection between BambooHR and PandaDoc via Workato. You’ll see Disconnect button if the connection is already authorized
3. Select trigger status for any PandaDoc documents created and linked to the BambooHR employee record — you can choose between “Sent” and “Completed”
4. Select a template role that your future recipients will be assigned to
5. Select Save

Once the document is sent or completed (depending on your automation setup) an employee record will be automatically created in BambooHR based on the recipient info assigned to the template role. 

Information that can be pulled into the employee record in BambooHR from PandaDoc document:

• Name
• Address
• Mobile Phone
• Email
• Zipcode

Send a PandaDoc document when a new employee in BambooHR is created

1. Select “When an employee record is created in BambooHR then created and send a PandaDoc document” 
2. Click Connect to authorize connection between BambooHR and PandaDoc via Workato. You’ll see Disconnect button if the connection is already authorized
3. Select Save 

You can additionally pre-populate this template with the recipient information from BambooHR employees by adding variables and matching the template role with the contact placeholder from BambooHR.

To do this, go to Roles and select the Employee placeholder under “Pre-assign a recipient”.

To pre-set your template with variables that will pull information from BambooHR each time a new document from this template is created and sent:

1. In your template, go to Apps on the right panel
2. Click BambooHR and select View related variables. Alternatively, go to the Variables tab and scroll down to BambooHR variables. 
3. You will see a list of available variables corresponding to a BambooHR employee’s fields. Copy and paste these variables with the square brackets into your template

Once a new employee record is created in BambooHR, a new document will be generated from this template and sent. Employee information will be pulled as a recipient to the matched role and variables will be populated with information from BambooHR.