Focus:The focus of this self-help article is to provide the steps and information necessary to integrate SugarCRM with PandaDoc.
What does this integration do? This integration allows you to create, send, and track quotes, proposals, and contracts from within SugarCRM. You will be able to start the document creation process from an Opportunity, Account, Contact, Calls, Cases, Knowledge Base, Leads, Meetings, Revenue Line Items, Tasks, Quotes and any custom modules created in SugarCRM. Module records with all of your custom fields and contact information, product info as well as pricing details, will flow into your documents seamlessly.
Before you get started, however, please make sure that you have a PandaDoc account (Don’t have one yet? Sign up here.)
Which SugarCRM versions is supported with this integration?: Currently, our integration extension supports the latest stable version of SugarCRM (7.9.0), however other versions could be used, example SugarCRM (18.104.22.168)……
Step 1: Installation of PandaDoc in SugarCRM
Step 1a: Use the following link to download the “Zip” file that will be used to install PandaDoc into SugarCRM.
Zip file: https://s3-us-west-2.amazonaws.com/pd-integrations-packages/sugarcrm/PandaDoc-SugarCRM-2.3.1.zip
Step 1b: Access SugarCRM, go to Admin Section > Module Loader
Step 1c: Under Module, click “Choose File” and then click “Upload”
Step 1d: Once the package has been uploaded, click “Install”.
Step 2: Setup of the PandaDoc module for SugarCRM modules. In this example, we will add the module to Opportunities. However you will also need to add this to other SugarCRM objects if you want to use the PandaDoc integration with those modules. Open the Opportunity, so you see all account and opportunity information on the left.
Open any Opportunity, on the far right, click “Create”. Please note: You cannot add the PandaDoc module in List view.
Step 2b: Provide a name for the new section and click save. Example: “PandaDoc”
Step 2c: Click “Add a Row” to add a new section.
Step 2d: Click “Add Sugar Dashlet”.
Step 2e: Search for PandaDoc, once found click “PandaDoc” under title.
Step 2f: Click save to add the PandaDoc module to the new section.
Step 2g: The PandaDoc module will now show up in the new section. Click “Save” to complete the setup.
Step 3: Access SugarCRM modules to review the newly added PandaDoc module.
To access the PandaDoc module, open any object’s record. If you see a screen like this, please click “connect” and login to your PandaDoc account.
Once you’re connected, you will see a list of related documents to an modules, if applicable. Please note that when you click on “Create a new document”, a window will open up to access PandaDoc to start the document creation process.
Step 4: Setup of PandaDoc Templates to be used with SugarCRM. Next, we need to setup our templates and how we want to pull data from SugarCRM. In the following sections, we will discuss the setup of “Roles” and “Tokens”.
Step 4a: Use of PandaDoc Roles and templates to import Contact information. With the use of PandaDoc Roles, we can import the following contact information from a SugarCRM Opportunity module: First Name, Last Name, Email Address and Company. Click here for more details about how to use PandaDoc Roles.
Using SugarCRM – Contact Roles — If you re using Roles for SugarCRM, you can also match up the SugarCRM role to your PandaDoc Template Roles to automatically assign contacts to Roles. Example of SugarCRM Role below, you would use the same naming convention for your PandaDoc template Roles.
Step 4b: Setup your tokens to pre-populate your documents with deal data.
Tokens are very helpful timesavers that auto-fill information from a deal, contact or an organization record into a document.Learn more about tokens here.
Step 4c: Access PandaDoc module to configure which SugarCRM fields to include for PandaDoc tokens.
To view all of the available data that you can push from an SugarCRM module record via tokens to a document, we have to configure the PandaDoc module in SugarCRM and select the tokens to use.
We can find this module, by clicking on Settings > Admin > Scroll down > PandaDoc section > Click “PandaDoc Tokens”.
Step 4d: Configuring fields to be used for tokens. Here you will see PandaDoc settings that includes details and information on configuring tokens.
In the configure token section, you will see “Opportunity”, “Account” and “Contact” and ability to add other objects to be used with the integration.. You can click on each module and you will see a list of fields. Next, click on “Add New”, next from the dropdown list, select your file and give it a name. Please note: Field entries are CaSe SeNsItIvE!
You can also use the button “Add All Fields as Tokens”, to add all your SugarCRM fields to be used in this integration!
Click in the “Enable Modules” section to setup other objects to be used with the integration.
Step 4e: 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 the green “gear” icon and then click “Tokens”. You will then see a list of tokens that you can use for PandaDoc templates for each object.
Step 4f: Using Tokens from SugarCRM 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 SugarCRM into your template. The most important thing is to [place them into square brackets]. This is what differentiates them from regular text.
From now on every document that you create from a deal within SugarCRM — using this template — will be pre-filled with the Account Name and Amount in this example.
Step 4g: Custom Fields from SugarCRM. You can also send over custom fields that you created in SugarCRM. Once you have your custom Fields, follow Step 4-D above to add those custom fields to be used with PandaDoc.
Step 5: Pre-populate your documents with product and pricing details from within a SugarCRM opportunity. PandaDoc offers options to use Revenue Line items and Quote line items to send to your PandaDoc pricing tables.
Step 5a: Configure which items to be used in SugarCRM. Go to Setting > Admin > PandaDoc tokens.
Step 5b: Options to choose. You will see two options, “Revenue Line Items” and “Quote Line items”. Choose which types of product items to be sent to PandaDoc pricing tables. Please note: You can choose only one.
Example Revenue Line item in SugarCRM:
Example Quote Line item in SugarCRM:
Step 5c: Setup PandaDoc to allow products from SugarCRM. 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 the SugarCRM product information and including custom fields you added to your instance of SugarCRM.
Now every document created from a SugarCRM deal will have all of the Revenue Line Items/Quote Line Items name, description and QTY sent to PandaDoc pricing tables.
Step 6: Sending and tracking your documents.
Step 6a: Sending your first document. Under a SugarCRM object (Opportunities, Contact, Accounts), login to PandaDoc to begin document creation. See screenshot below for to see an example under “Opportunities.” Going forward, you always want to make sure you’re logged into PandaDoc when you want to create a document through SugarCRM.
Step 6b: Tracking. Once you send out PandaDoc documents from SugarCRM, you can find the attached documents, by accessing the PandaDoc module for that specific module in SugarCRM.