By: Vera Kozlova
Important: Before you begin please follow the points below
- You must set up this zap for an individual template. Before setting up the zap, we recommend creating a test document from Hubspot. Make sure its status matches the Trigger event staus.
- If you are using multiple workspaces you will need to duplicate this zap after it's completed and connected each workspace separately. Each workspace is like a "mini account" with and has it's own separate settings.
Step 1: PandaDoc Trigger Event.
1. Choose trigger application (PandaDoc) and event (i.e. Document is Completed).
2. Connect Zapier with your PandaDoc account.
3. If you do not select a template in Zapier, you will only get general data points every document will have for the next zap steps. If you select a template, you will get all the data available in the template: variables, fields, pricing tables => you’ll have more options for pulling specific data from the PandaDoc document into HubSpot deal to update it.
4. Make sure you have a completed Hubspot document (created from the pre-set template you selected earlier) to add here. The purpose of this step is to connect the metadata of the deal to PandaDoc documents. Think of metadata as the link to let Hubspot know which deal to update when you create a PandaDoc document from the iFrame in a deal. If you don't see any recent documents, go ahead and select "Load More".
Step 2: Update Deal in Hubspot
1. Choose Action app (Hubspot) and event (i.e. Update Deal).
2. Link Zapier to your Hubspot account.
3. To customize Deal, set up a search step for Deal ID first and select “Metadata Hubspot.deal ID” value. This value allows the system to find the deal associated with the generated document.
Select the Deal Pipeline and add Deal Stage, if you want to automatically update in Hubspot once the PandaDoc document is completed.
All fields in this steps are existing fields pulled from Hubspot Deal. You’ll get there fields (properties) that are also not added to the Deal view.
If you want to pull the data from PandaDoc fields, you can rename them (change “Placeholder” in the field properties) to quickly recognize and map correctly. Otherwise, all text fields or date fields will have the same name (like “textfield” or “date”) unless changed.
Make sure that you select “Field [Placeholder] Value” to populate the customer data, instead of field placeholder data.
- It’s not possible to update Product fields (i.e quantity), but you can update the Deal Amount in case it’s changed (i.e. you have “editable quantity” enabled in the pricing table and customer increases the number of products). In this case, you need to map “Grand Total Amount” value from PandaDoc pricing table.
How do you use Zapier to update deal fields in your workflow?
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