Focus: The focus of this self-help article is to provide information and steps on how to use Zapier with PandaDoc.
What is the Zapier Integration?: PandaDoc for Zapier adds a Trigger event for PandaDoc documents. To learn more about Zapier Triggers, see The Building Blocks of Zapier: Triggers, Actions, and Zaps.
This is a beta integration. It is in a final stage of development and we’re inviting customers like you to test it. While unexpected, minor errors or unannounced changes to the integration may occur. Do not use this integration for mission-critical workflows.
What Zapier plans are supported?: A Business or Enterprise plan is required.
What PandaDoc plans are supported?: A PandaDoc Business and Enterprise plan is required.
What are the capabilities?: The PandaDoc for Zapier Trigger can fire whenever one of the following events take place:
- Document Content Updated
- Recipient Completed
- Document Deleted
- Document Status Change
- Awaiting Approval
- Awaiting Payment
When one of the above events are triggered, the following data is available from the Trigger to your Zapier Zap:
- Sent / Created By
- Created / Modified Date
- Status Name
- Event Name
How do I setup PandaDoc for Zapier?
Step 1: Add PandaDoc to your Zapier Account.
Navigate to the following page to accept a beta invite and add a new Zap to your account:
You are invited to use PandaDoc on Zapier!
The PandaDoc team invites you to test their Zapier integration. Neat! Accept the invite and build a Zap with PandaDoc to get started.
Step 2: Zapier will create “My First Zap with PandaDoc.”
Upon invite acceptance, select or search PandaDoc from the list of available triggers.
Step 3: Select “New Document Event” as the trigger.
While this covers all document events, we can filter them by event type or document status in the next step.
Step 4: Connect your PandaDoc account to Zapier.
Step 4a: Select “Connect a New Account” to connect your PandaDoc account to Zapier.
Step 4b: Review and approve the authorization if you agree.
A new window will open and initiate approval for PandaDoc and Zapier to share data.
Step 4c: Close the popup window to return to the Zapier Zap setup.
Upon successful connection, the popup authorization window can be closed.
Step 4d: Save the new PandaDoc account and continue.
The newly connected account will show up in your Zapier connected accounts.
Step 5: Select which document criteria should trigger your Zap.
It is possible to filter document events to only trigger on certain actions such as only completed documents or new documents created. Here are some common filter combinations:
In this example below I only want to subscribe to newly created documents by selecting “Document Status Change” and “Draft” Status.
Step 6: Setup a new webhook in PandaDoc
Step 6a: Copy the new webhook information from Zapier.
Zapier now prompts us to create a new webhook in our PandaDoc account. Copy the “Use this:” link Zapier provides and then click on the “Setup a new PandaDoc webhook” link to open up PandaDoc webhook setup in a new browser tab. Please note: You need to have access to PandaDoc “Webhooks”. Click here for more information. “If you are on the PandaDoc Business plan, please reach out to support via firstname.lastname@example.org to enable this integration.”
Step 6b: Click the link “Setup a new PandaDoc webhook.”
This opens up webhook settings for your active PandaDoc account in a new tab.
Step 6c: Create a new webhook for Zapier by selecting “Create a webhook”.
Step 6d: Fill out the “Create webhook” form.
- Enter any meaningful name for the webhook.
- Paste the webhook URL you copied from Zapier to “Webhook endpoint URL”
- Make sure to select all payload data you want available to Zapier
- Make sure to select all events you want available to Zapier
- Make sure the “Webhook status” is set to ON.
Step 6e: Save the new PandaDoc webhook.
You will see it listed in available PandaDoc webhooks for the workspace.
Step 6f: Return to the Zapier setup screen in the previous browser tab and select “OK, I did this”.
Now that we’ve setup the webhook in PandaDoc, we’re letting Zapier know webhook setup is complete. Keep your PandaDoc account tab open because we’ll still need it in a later step.
Step 6g: Zapier will request a new PandaDoc document to test the new webhook.
Return to your PandaDoc account tab and move on to the next step. Leave this Zapier browser window open too.
Please note, PandaDoc does not currently have a retry webhooks mechanism. If it gets an erroneous response from your web application, it won’t retry the webhook post request again.
Step 6f: Create or send a document in your PandaDoc account.
This triggers a new webhook event from PandaDoc to Zapier to test the setup. Perform the same action in your PandaDoc account as you would when using your new Zap. For example, create a new document if in Step 5 you specified new documents. Send a document if in Step 5 you setup the zap to recognize sent documents. Delete a document if in Step 5 you setup Zapier to recognize deleted documents, and so on.
Step 6h: Wait for Zapier to detect the new, sent, or other document change in your PandaDoc account.
Once you have sent or created a new PandaDoc document, Zapier will see the event and indicate setup is successful.
Step 7: Select continue to add and configure an action step to your Zap.
Choose another app to share your document data with. Data from the PandaDoc document is now available to use in any Zapier action step apps.