Greenhouse

Availability: Business and Enterprise plan 

Data-import integration with Greenhouse allows you to pre-populate PandaDoc documents with data from Greenhouse to easily send and esign them. This integration works with Candidate, Jobs, Application, and Offer objects in Greenhouse. 

Features

Variables: You can pass information from Greenhouse to PandaDoc documents automatically with the help of variables.

Recipients: You can pass contact information from Greenhouse. 

Connect Greenhouse to your PandaDoc account 

1. Log in to both your PandaDoc and Greenhouse accounts.
2. In PandaDoc, go to Settings on the left panel > Integrations > scroll down to Greenhouse and click on it
3. Select Connect
4. In the popup, fill out API key, the email of the user who generated API key, and select your Greenhouse environment and click Connect 

Set up templates to pull information from Greenhouse

PandaDoc data-import integration with Greenhouse allows you to pre-populate information from Greenhouse in your PandaDoc templates through variables and pre-assign contact information to template roles.

Now let's dig deeper.

Import field values from Greenhouse via variables

Pre-set a PandaDoc template with variables that will pull information from Greenhouse each time you create a new document from this template.

1. Open your template (click here to learn how to create a new one) in PandaDoc
2. Go to Apps on the right panel
3. Click Greenhouse
   
4. Click Change variables to select the object you need to see relevant variables (you can choose between Candidate, Jobs, Application, and Offer)
   

   Note:

   One document can be linked to a single object at a time.
5. Select View related variables. You will see a list of available variables corresponding to a Greenhouse object's fields. Copy and paste these variables into your template 

Import field values Greenhouse via fields 

You can pass data into PandaDoc fields similarly to how variables operate. Unlike with variables, however, you must not include square brackets.

1. In your template, go to the Variables tab and scroll down to Greenhouse variables, or click Apps > Greenhouse > View related variables 
2. Copy the variable without square brackets
3. Click on a field in your template and select Properties on the floating panel
4. Paste the copied variable into the “Merge field”.

Once you create and send the document, the recipient will see the pre-filled from Greenhouse data and they will be able to update this field, provided the field has been assigned to them.

Import Greenhouse contacts via template roles 

Now let’s pre-populate this template with the recipient information from Greenhouse by matching the template role with the contact placeholder from a Greenhouse object.

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

If your template is linked to:

• Candidate object, you’ll see Candidate, Recruiter, and Coordinator as recipient placeholders
• Offer object, you’ll see Candidate in “Pre-assign a recipient” dropdown
• Jobs object – Hiring Manager, Recruiter, Coordinator, and Sourcer placeholders
• Application, you’ll see Candidate and Credited to as recipient placeholders

Create a document 

1. When in your template, select Use this template at the top right to create a document
2. Click on the entity you need and select Link
   Please note, to find a record using the search bar you need to type a full email of a Сandidate, a full Requisition ID/Job title for a Job record, a full Job ID for an Application, or a full Application ID if you're linking the template to an Offer record
3. In the next pop-up, you’ll see the recipient information from Greenhouse populated into the template role in your template (provided you’ve selected a placeholder as described here). Assign more recipients to roles if needed and click Continue, or select Skip to add recipients later

Once your document is created, variables will be populated with information from Greenhouse.

You can easily refresh data in the document if information in Greenhouse was updated or link it to another object/record.

To link a document to another object:

1. Go to Apps on the right panel
2. Click Greenhouse
   
3. Click the Unlink (click Link document if your document wasn’t created from a pre-set template)
4. Select the Greenhouse object you want to link the document to 
5. Select the record in the object and click Link. Please note, to search for a record you must type its full name

To update information in your document: 

1. Go to your Greenhouse object and update the information
2. Then go back to your PandaDoc document 
3. Click Apps on the right and click Greenhouse 
4. Select Refresh data