Availability: Enterprise*
*This feature is available as a part of the paid PandaDoc CPQ add-on. If this is something you're interested in, reach out to your Customer Success Manager or sign up for a demo.
PandaDoc workflows simplify the automation of complex document creation processes, ensuring consistency, reducing manual work, and improving efficiency across your organization. This guide will walk you through how to run workflows from different entry points.
There are three ways how you can initiate a workflow:
When creating a document. Available to all users on the account with permission to create documents and run workflows.
From within a workflow. Available to Admins, Managers, and custom role users with permission to create and edit workflows.
From a HubSpot deal. Available to all users on the account with permission to create documents and run workflows.
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Running a workflow when creating a document
Once a workflow is created and published, it becomes available for all users on your account when creating a document.
Start by navigating to the Documents tab and selecting + Document.
From the available options, choose the workflow you want to run. The workflow name will typically correspond to the specific process you need to automate, such as a sales proposal, contract generation, or quote creation.
Workflow modal window will guide you through the necessary steps to complete it, pulling in data from predefined fields, CRM integrations, and other sources as required by the workflow.
Running a workflow within Workflows
Note: Only Admins, Managers, and custom role users with permission to create and edit workflows can run them from within the Workflows section.
Go to Workflows, hover over the workflow you need, and select +Run workflow
Alternatively, select the workflow you need to open it in workflow builder.
Select Run process.
Running a workflow in a HubSpot deal
Add PandaDoc Workflows tab in HubSpot deals
If you haven’t already, install the PandaDoc app from the HubSpot Marketplace or connect the HubSpot add-on in PandaDoc.
Open a deal and select Settings > Deals > Record customization tab or select Customize record in a deal. Next either create a team view or edit the default deal view:
Select ‘Create new tab’ and name it PandaDoc Workflows.
Select the extension card provided by our extension: PandaDoc workflows
Change the tabs' order if needed.
Select ‘Save and exit’.
Running a workflow within a deal
Open a deal with all the required data, or create a new one.
In the deal, go to the PandaDoc Workflows tab.
Choose the required workspace and the workflow you would like to run.
Note:
Only published workflows are available in the Playbook dropdown.
Select Next to continue.
Moving through the workflow
Pull data from integration step
Note: You can only pull data from a single deal into one integration step.
In the Pull data from integration step, select one of your HubSpot deals.
Note: If you’re running a workflow from a specific deal, that deal will be automatically pre-selected. You can choose another deal from the dropdown if needed.
Create form step
Fill out the form fields as required by the workflow. An admin predefines these fields, so select the appropriate options and click Next when done.
Create quote step
You can update the created quote, adjust its settings, and customize data fields as needed, regardless of your account role. This ensures the quote accurately reflects the deal and client requirements.
Create document step
Customize the created document using content builder blocks and fillable fields as needed.
Depending on how the workflow is set up, you may either create or both create and send the document.
If you see an error message asking you to add missing data to the document before sending it:
Select Add data to open the document in a new PandaDoc tab
Review the document and add the missing items
Go back to the workflow and select Sync updates to proceed with sending
Once you’ve sent the document select Next to complete the workflow.
Tracking documents
After you send the document you can track its progress in the PandaDoc Workflows tab in the Documents section.