Microsoft Dynamics CRM Integration with PandaDoc


Focus:  The focus of this self-help article is to provide the steps and information necessary to integrate Microsoft Dynamics CRM with PandaDoc.

What does this Integration do? This integration will allow you to create, send, and track quotes, proposals, and contracts from within Microsoft Dynamics CRM. You will be able to start the document creation process from Opportunity, Account,Contact, Quotes and custom entities from Microsoft Dynamics CRM. Opportunity records with all of your custom fields and contact information, product info as well as pricing details, will flow seamlessly into your documents.

Before you get started, please make sure that you have a PandaDoc account (Don’t have one yet? Sign up here.)

Microsoft Dynamics Custom Entities: Learn more about using this integration with Custom entities for Microsoft Dynamics.  

Step 1: Installation of PandaDoc in Microsoft Dynamics CRM.

Step 1a: Use the following link URL and go to the Microsoft App Source:

Install via Microsoft AppSource (recommended):
Install via Package for Older Versions.:

And click on Get it Now.

 

Step 1b: Next, we need to choose which organization to install the application (If using multiple organization accounts). Then, you need to “Agree” to Microsoft’s Legal Terms and Privacy statement. Review any policies if needed, check both boxes and click on “Agree”.

Step 1c: Next, you will be presented with “Manage your solutions”. Find “PandaDoc Integration” and click on it. It will provide some information about installation, if it is processing and/or completed. Once completed, it will provide a “State” of Ready.

Once completed, it will provide a “State” of Ready.

 

Step 2: Access Microsoft Dynamics CRM entities to review the newly added PandaDoc module.

To access the PandaDoc module, open any Opportunity, Account or Contact record. If you see a screen like this, please click “connect” and login to your PandaDoc account.

MS Dynamics CRM - Step 3 - connect to PD

Once you’re connected, you will see a list of related documents to an Opportunity, Account or Contact entity, if applicable.

MS Dynamics - Step 3a - Connected to PD

Step 3: Setup of PandaDoc Templates to be used with Microsoft Dynamics CRM.  Next, we need to setup our templates and what data we want to pull from Microsoft Dynamics CRM. In the following sections, we will discuss the setup of “Roles” and “Tokens”.

Step 3-A: Use of PandaDoc Roles and templates to import Contact information. With the use of PandaDoc Roles, we can import contact information from Microsoft Dynamics CRM Opportunity object: First Name, Last Name, Email Address and Company. Click here for more details about how to use PandaDoc Roles.

Step 3-B: Setup your tokens to pre-populate your documents with deal data.

Tokens are very helpful timesavers that will auto-fill information from an entity into a document. Learn more about tokens here.

Step 3-C: Access to configure the PandaDoc module to include Microsoft Dynamics CRM fields for PandaDoc tokens

To view all of the available data that you can push from an Opportunity, Account and Contact entity record via tokens to a document, we have to configure the PandaDoc module in Microsoft Dynamics CRM and select the tokens to use.

You can find this module, by clicking on Settings > Settings > Extensions > PandaDoc Settings.

MS Dynamics - Step 4a - Configure PandaDoc Settings

Step 3-D: Configuring fields and to be used for tokens. Here you will see PandaDoc Settings that includes details and information and Configure tokens.

In the Configure token section, you will see “Opportunity”, “Account” and “Contact”. You can click on each entity and you will see a list of fields. Check the box next to each field you want to add and then click on the green button “Save Mapping for Opportunity”.

Step 3-E: Review of fields that were added for tokens inside of the PandaDoc module. In this example, we will go back to an Opportunity. On the right side, find the PandaDoc Module. Click on the green “gear” icon and then click on “Tokens”. You will then see a list of tokens that you can use for PandaDoc templates for each object.  Please Note: In the PandaDoc Module, you will see tokens for “Current User” already added. You can use these token to send over to PandaDoc, your user information. Examples include, First and Last Name, Full Name, Domain Name, Phone and Fax Numbers.

MS Dynamics - Step 4c - Review tokens in Opp

Step 3-F: Using Tokens from Microsoft Dynamics CRM and adding to your PandaDoc Templates.

To do so, first, go to PandaDoc and open your template. Then copy and paste token IDs from the PandaDoc panel within Microsoft Dynamics CRM into your template. The most important thing is to place them into square brackets. The brackets are what differentiates them from regular text.


From now on every document that you create from a deal within Microsoft Dynamics CRM — using this template — will be prefilled with the Company name and Total Amount.

Step 3-G: Custom Fields from Microsoft Dynamics CRM.  You can also send over custom fields that you created in Microsoft Dynamics CRM. Once you have your custom fields, follow Step 3-D above to add those custom fields to be used with PandaDoc.

Step 4: Pre-populate your documents with product and pricing details from within a Microsoft Dynamics CRM opportunity.

Example Product in Microsoft Dynamics CRM:

MS Dynamics - Step 5a- Products - Example of product in app

Step 4-A: Setup PandaDoc to allow Products from Microsoft Dynamics CRM. In order to do this, all that is required is that you add a pricing block and enable the “Automatically add products to this table” feature. This will pull in the Microsoft Dynamics CRM product information, including custom fields, you added to the Microsoft Dynamics CRM product.

Now every document created from a Microsoft Dynamics CRM deal will have all of the products, quantity, and pricing information from that particular deal.

Step 5: Sending and Tracking your documents.

Step 5-A: Sending your first document. Under an Microsoft Dynamics CRM entity (Opportunities, Accounts, Contact), login to PandaDoc to begin document creation. See screenshot below for an example under “Opportunities.”  Going forward, you always want to make sure that you’re logged into PandaDoc when you want to create a document through Microsoft Dynamics CRM.

MS Dynamics - Step 6a - Create new Document

Step 5-B:  Tracking Once you have sent out PandaDoc documents from Microsoft Dynamics CRM, you can find the attached documents, by accessing the PandaDoc module for that specific object in Microsoft Dynamics CRM.

MS Dynamics - Step 6 - Review of documents in PD module

Step 6: Microsoft Dynamics Custom Entities. This integration does offer to setup the PandaDoc module to be used with Microsoft Dynamics custom entities.  Learn more about using this integration with Custom entities for Microsoft Dynamics.  

Step 7: Removing PandaDoc from Microsoft Dynamics. At any time, you can remove the integration from your Microsoft  Dynamics account. Please follow the steps below.

Step 7a: In Microsoft Dynamics, go to Settings > Solutions.
MS Dynamics - Removing - Step 1

Step 7b: Removal. Check the box for “PandaDocIntegration”, then click on “Delete”. Once done, Click “OK” to Confirm deletion.
MS Dynamics - Removing - Step 2

Step 8: Team Permissions to gain access to the PandaDoc integration. In MS Dynamics > Settings > Security > Click on Security Roles > Open the Team member Role, go into “Custom Entities” tab and find “PandaDoc Tokens Mapping” > Read Permission must be set in order to use the integration.

MS Dynamics -- Custom Permission to gain access to the PD Module

Step 9: Data Migration for New version 1.2.1. If you have installed previous versions of the integration and updated to Version 1.2.1, you will need to go through the process of Migrating the integration from the old solution to the new one.

A. Go to PandaDoc Settings inside of MS Dynamics

Review and look for the button to “Migrate”.

All token settings will be moved from the old solution to the new solution.

If there are any issues with this process, please contact our Support Team, by using the “Green Help button” found on the bottom right.

 

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