Automations allow you to save time and automate tasks whenever the status of a document changes to “Sent” or “Completed.”
Automations are template-based — so, once you set up an automation for a template, all new documents created from this template will inherit the setup.
Availability:
PandaDoc Automations (PandaDoc to PandaDoc recipes): Available for Business and Enterprise plans.
External Automations (PandaDoc to external platforms recipes like CRMs, HR, and storage tools): 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.
Usage credits
Each document that’s generated from automations* consumes one usage credit.
*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
Business and Enterprise (monthly): 10 usage credits per month
Business and Enterprise (annual): 120 usage credits per year
Business and Enterprise trial: 10 usage credits
Usage credits from the trial do not carry over once your paid subscription becomes active.
After reaching the limit, the account owner can purchase an additional Usage credit package (50–500 documents) that expires at the end of the billing period directly in Settings > Billing.
Warning: If you exceed your included Usage credits, the fees for such additional Usage credits will be equal to the applicable per unit fee on the Customers then current Order.
Note: Each workspace can have up to 300 active automations. If you exceed this limit, only the first 300 will run properly.
Important: Free usage credits are included in subscription plans for the first 12 months of the account's lifetime only. Upon renewal after the 12-month mark, accounts will no longer receive free recurring usage credits.
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Setting up an automation
Note: Only users with the fixed Admin or Manager roles can access and configure Automations.
Custom roles, even if granted the “Can configure and manage Automations” permission, will not be able to use Automations.
First, navigate to Extensions and enable PandaDoc Automations or External Automations. Learn how to enable extensions here.
Note: Only the account owner can enable or disable extensions.
Once Automations are enabled, select them on the left panel.
Select +Automation.
Explore available recipes, then select Try it to start setting up your automation.
Actions available:
Move a document to cloud storage (Microsoft One Drive, Google Drive, Dropbox, Box, or SharePoint)
Move a document to a PandaDoc folder
Send another PandaDoc document whenever a document’s status is updated
Change quote/opportunity/ deal stage in Microsoft Dynamics, HubSpot, Salesforce, Zoho, or Zendesk Sell whenever a document’s status is updated
Update line items in Microsoft Dynamics, Pipedrive, HubSpot, Salesforce, Zoho, or Zendesk Sell whenever a document’s status is updated
Attach a PDF in Salesforce, Microsoft Dynamics, HubSpot, Zoho, Pipedrive, BambooHR, Greenhouse, SharePoint, and NetSuite
Create a record in BambooHR, Greenhouse whenever a document’s status is updated
Create a note in Microsoft Dynamics
Note: Automations won’t affect any of your native integration set-ups.
Warning: You may need to disable the “Block third party cookies” setting in your browser to make automations work.
Workflow automations
Saving Completed PDF files to Microsoft One Drive, Google Drive, Dropbox, Box, or SharePoint
You can easily save completed PDFs to your Microsoft One Drive, Google Drive, Dropbox, Box, or SharePoint account together with the documents attached to them using the collect files field.
Select “Sent” or “Completed” in the Document status dropdown menu (we suggest selecting “Completed” status here to make sure only finalized documents with a signature certificate will be attached
Select template
Select Authorize > Connect to link your Microsoft One Drive, Google Drive, Dropbox, or Box account to your PandaDoc account
Select a folder where documents will be uploaded (optional step)
Check "Upload collect files" to include those documents. Check "Include sequence number in the file name" to automatically number each document uploaded by the automation (optional step)
Select Save automation
Note: We suggest modifying the document name before sending it out so the version created in your cloud storage folder has a unique name. The document name must not contain square brackets "[ ]”, slashes "/, \", or "Greater than"/"Lesser than" signs "<>”.
Each time a document generated from this template is sent or completed (even if the status is changed manually), a new folder with a PDF and uploaded files (if any) will be created in your Microsoft One Drive, Google Drive, Dropbox, or Box account if you don't select any folder when setting up the automation. The folder will inherit the document’s name.
Moving sent or completed documents to a selected PandaDoc folder
Select “Move a document to a PandaDoc folder”
Select “Sent” or “Completed” in the Document status dropdown menu
Select template
Choose Select folder, then choose either one of the existing folders or create a new one
Select Save automation
Each time a document generated from this template is sent, it will automatically move to the selected folder.
Sending another document when PandaDoc document status changes
Select “Send another PandaDoc document when PandaDoc document status changed”
Select “Sent” or “Completed” in the Document status dropdown menu
Choose Select template
Then, select a template for the follow-up document
Note: If both templates use the same custom variables, the second document will automatically populate those variables with the information entered in the first document.
Select Save automation
Note: The roles in both templates must match; otherwise, another document will not be sent.
Each time a document generated from this template is sent or completed (depending on your automation's setup), another document will be automatically created from the template you selected and sent to the same recipients (pre-assigned in this template recipients will be ignored).
Note: To ensure variable values pass correctly from the first document in your automation to the second, make sure the variable names match.
CRM automations
Open one of the links below to learn about automations with a CRM you use:
Disabling automations
You can disable or delete your automations at any time. To do this, select Automations on the left panel, then click Active and switch off the toggle beneath any automation.
Alternatively, you can select the ellipsis (three vertical dots) at the top right corner of automation and select Delete.
