Zoho CRM Integration with PandaDoc – Native Version


The focus of this self-help article is to provide the steps and information necessary to integrate Zoho CRM with PandaDoc.
What does this Integration do? For this integration, you will be able to do the following:

  • Create PandaDoc documents within Zoho CRM for Accounts, Contacts,  Deal/Potential, Lead and Quotes objects.
  • Use your Zoho CRM “Contact Roles” to bring over contact information directly in your documents via PandaDoc Template Roles.    
  • Send Zoho CRM fields and custom fields data to PandaDoc via tokens and textfield fields.
  • Use Deal/Potential and Quote “Product” information to send to PandaDoc Pricing tables. Please note product taxes and discounts are not transferred to PandaDoc pricing tables. Deal Pricing tables and “QTY” will always be 1, we do not pass over the QTY to PandaDoc.
  • Track PandaDoc documents directly inside of your Zoho CRM object. Shown are the document names, Status, Created by (Author email), Created Date, Sent Date and Completed Date. When the PandaDoc Document is “completed”, PDF file of completed document will show up in “Attachments” section n Zoho CRM.

Which Zoho CRM plans will work with this integration?: All Zoho CRM Plans can use this integration. You will need access to the Zoho CRM Marketplace to install the integration. Please contact Zoho CRM Support for more details.

Before you get started, log into your PandaDoc account (Don’t have one yet? Start 14-day free trial!)

Step 1: Installation of integration

Step 1a:  Login into your PandaDoc account, here. In order to install, you must be logged into your PandaDoc Account.

Step 1b: Enable Zoho CRM -Native integration in the PandaDoc Add-ons store. Go to the Integrations Category, find Zoho CRM, click on it and use the Green button “+Add to PandaDoc”.

zohocrm - pd - store -- add

Step 1c: Installation of integration. Next, we must go through the installation of the PandaDoc integration into Zoho CRM. Go to Zoho CRM Marketplace’s PandaDoc installation page:  https://marketplace.zoho.com/pandadoc/pandadoc-zoho-crm or the integration can be found by going in Zoho CRM to Setup > Extensions and APIs > Marketplace > All Extensions > Search for PandaDoc.. Once reviewed, click on the button “Install Now”.

ZohoCRM - Marketplace - PD - Install - 1

Confirm your Zoho CRM account and click on “Continue To install”:

ZohoCRM - Marketplace - PD - Install - 2

Step 1d: Accept Terms of Service.  Next, you want to check the box “Have agreed to Terms of Service’ and click on “Continue to Install”.

ZohoCRM - Marketplace - PD - Install - 3

Step 1e: Which ZohoCRM Users can use the integration. Next, you need to review and confirm which team members of your Zoho CRM account to use the integration. If you want “All Users”, choose “Install for all users”, then click on the “Confirm” button.

ZohoCRM - Marketplace - PD - Install - 4

Once completed, you will receive a message, “Your extension has been installed successfully”.

ZohoCRM - Marketplace - PD - Install - 5

Step 1f: Authorize the connection to your PandaDoc Account. Next, you will need to click on “Authorize” and complete the steps in order to fully connect the two applications together.

Next, click on “Authorize” in order to complete the setup connection

Step 1g: Enable Zoho CRM integration in PandaDoc. Next, we need to connect with PandaDoc,  Log into PandaDoc, go to Settings > Integrations >  Zoho CRM and you will see a list of instructions. In step 3, we have to add an “Authorization” Token from ZohoCRM.

Zoho - Setup - Api - New -- connect in PD

Zoho Stats: Shown below you can also see which modules are using the ZohoCRM integration. If if you ever need to troubleshoot with the PandaDoc Support team, this information can be very useful.

Instructions to obtain Authentication Token from ZohoCRM.

  1. IN ZohoCRM, go to Setup > API’s > Use the Gear drop down item and click on “Authentication Token Generation”. 
  2. Next, we need to generate the Token. IN “Browser Mode” type in “PandaDoc” and then  click on “Generate”.Zoho - Setup - Api - Generate
  3. Copy the token to be used in PandaDoc Settings . Final step is to copy the token.Zoho - Setup - Api - Generated - Copy token

Step 2: Login to your Zoho CRM account and access the PandaDoc panel. To access the PandaDoc panel, open any Accounts, Contacts, Deal/Potential and Quotes objects. On the top right, here you will see the option to “Send with PandaDoc”.

zoho - PD module and token selection

Step 3: Setup of PandaDoc Templates to be used with Zoho CRM.  Next, we need to setup our templates and how we want to pull in data from Zoho 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 from Zoho CRM Deal/Potential object, contact information. The following information: First Name, Last Name, Email Address and Company. Click here for more details about how to use PandaDoc Roles.  

zohocrm - Potential - Role Setup

Check your Zoho CRM Deal/Potential Roles. Open any Deal/Potential and scroll down, you will see a list of Roles, you can use to connect to your PandaDoc templates. In this example, we will be matching “Decision Maker” Zoho CRM Role to PandaDoc template role.

By adding a PandaDoc template Role, you will be provided with 4 tokens you can use to populate the first name, last name, email address and company fields of the contact from ZohoCRM to PandaDoc.

Zoho Integration - PD Template Roles

Step 3-B: Setup your tokens to pre-populate your documents with potential data.
Tokens are very helpful timesavers that will auto-fill information from a potential or organization record into a document. Learn more about tokens here.

To view all of the available data that you can push from the Zoho CRM objects, on the top right, click on the down arrow and choose “Show PandaDoc tokens”

ZohoCRM integration - Access to Show PandaDoc Tokens

Here you can see a full list of the tokens used for this object in Zoho CRM

Let’s say you want to pre-populate your standard proposal template with the following data from a Zoho CRM Deal: client information (Account  name) and Deal field (Deal Amount)

zohocrm - tokens - example list - Deal

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

Zoho Integration - PD Template - Tokens

From now on every document that you create from a potential within Zoho CRM — using this template — will be prefilled with the Account Name and Account ID number.

Step 3-c: Example list of tokens that can be used from Zoho CRM. All tokens can be found in each object by using the integration > Show PandaDoc Tokens

Zoho Contact Roles – Depending on setup of Contact Roles Use of PandaDoc Template “Roles”, “Role” called Decision Maker
First Name [Decision Maker.FirstName]
Last Name [Decision Maker.LastName]
Email Address [Decision Maker.Email]
Company [Decision Maker.Company]
Zoho fields from Account (default fields) PandaDoc token used
Account Name [Account.AccountName]
Account ID [Account.ID]
Account Billing Street [Account.BillingStreet]
Account Billing City [Account.BillingCity]
Account Billing State [Account.BillingState]
Account Billing Code [Account.BillingCode]
Account Billing Country [Account.BillingCountry]
Zoho fields from Potentials/Deals PandaDoc token used
Deal Account Name [Deal.AccountName]
Deal Amount [Deal.Amount]
Deal Campaign Source [Deal.CampaignSource]
Deal Closing Date [Deal.ClosingDate]
Deal Contact Name [Deal.ContactName]
Deal Created By [Deal.CreatedBy]
Deal Description [Deal.Description]
Deal Last Activity Time [Deal.LastActivityTime]
Deal Overall Sales Duration [Deal.OverallSalesDuration]
Deal ID [Deal.ID]
Deal/Potential Name [Deal.PotentialName]
Deal/Potential Owner [Deal.PotentialOwner]
Deal Auto Number [Deal.AutoNumber]
Deal Custom Email [Deal.CustomEmail]
Zoho fields from Quotes (default fields) PandaDoc token used
Quote Billing Street Address [Quote.BillingStreet]
Quote Billing City [Quote.BillingCity]
Quote Billing State [Quote.BillingState]
Quote Billing Zip Code [Quote.BillingCode]
Quote Billing Country [Quote.BillingCountry]
Quote ID [Quote.ID]
Quote Number [Quote.QuoteNumber]
Quote Description [Quote.Description]
Zoho fields from Contacts (default fields) PandaDoc token used
Contact.First Name [Contact.FirstName]
Contact.Last Name [Contact.LastName]
Contact.Email [Contact.Email]
Contact.Secondary Email [Contact.SecondaryEmail]
Contact.Mailing Street [Contact.MailingStreet]
Contact Mailing City [Contact.MailingCity]
Contact Mailing State [Contact.MailingStreet]
Contact Mailing Zip [Contact.MailingZip]
Contact Mailing Country [Contact.MailingCountry]
Contact Mobile [Contact.Mobile]
Contact Account Name [Contact.AccountName]
Contact Department [Contact.Department]
Contact Description [Contact.Description]
Contact Email Opt Out [Contact.EmailOptOut]
Contact Fax [Contact.Fax]
Contact ID [Contact.ID]
Contact Other Street [Contact.OtherStreet]
Contact Other City [Contact.OtherCity]
Contact Other State [Contact.OtherState]
Contact Other CIty [Contact.OtherCity]
Contact Other Zip [Contact.OtherZip]
Contact Other Country [Contact.OtherCountry]
Contact Phone [Contact.Phone]
Contact Reports To [Contact.ReportsTo]
Contact Salutation [Contact.Salutation]
Contact Title [Contact.Title]
Contact Vendor Name [Contact.VendorName]
Zoho fields from Leads (default fields) PandaDoc token used
Lead First Name [Lead.FirstName]
Lead Last Name [Lead.LastName]
Lead Email Address [Lead.Email]
Lead Company [Lead.Company]
Lead Phone [Lead.Phone]
Lead Mobile [Lead.Mobile]
Lead Street [Lead.Street]
Lead City [Lead.City]
Lead State [Lead.State]
Lead ZipCode [Lead.ZipCode]
Lead Country [Lead.Country]
Lead Description [Lead.Description]
Lead Designation [Lead.Designation]
Lead Email Opt Out [Lead.EmailOptOut]
Lead Fax [Lead.Fax]
Lead ID [Lead.ID]
Lead Industry [Lead.Industry]
Lead Salutation [Lead.Salutation]
Lead Secondary Email [Lead.SecondaryEmail]
Lead Website [Lead.Website]

 

Step 3-D: Examples of Custom Fields in Zoho CRM and how to use Tokens. You can also send over custom fields that you created in Zoho CRM  Here is an example of the tokens you could use for Accounts, Contacts, Potentials and Quotes Please note that if your Zoho custom fields have “Spaces”, do not use spaces in the tokens. Each word in the field is also  Capitalized.

Example of Custom Zoho Fields PandaDoc token used
Account Custom Field: Number of Employees [Account.NumberOfEmployees] — no spaces
Potential/Deal Custom Field: Investment Opportunity [Deal.InvestmentOpportunity]
Quote Custom Field: Quote Cost [Quote.QuoteCost]
Contact Custom Field: LinkedIn Profile [Contact.LinkedinProfile]
Lead Custom Field: Number of Employees [Lead.NumberOfEmployees]

 

Step 4: Using Fields. Similar to tokens, you can pass data into PandaDoc fields. Unlike the tokens, you will not need the square brackets.

In the list of tokens found in Step 2-C above, you will need to copy the token without the square brackets into the “Title” of the PandaDoc field.

Tokens-PD-Module-Useing-Fields

Step 5: Pre-populate your documents with product and pricing description information from within a Zoho CRM object. In order to do this, you will need to setup “Products” in Zoho CRM. Once you have them then added to contacts, Accounts, Lead, Deal/Potentials and Quotes, you can send this product information over to the PandaDoc Pricing tables.  Discounts and taxes are not supported via this integration.

zohoCRM - Products

Inside of your PandaDoc templates. Select the pricing table and check the option for “Automatically add products to this table”. This will enable products from Zoho CRM to be automatically added into PandaDoc pricing tables.

Zoho Integration - PD Template - Pricing table

Now every document created from a Zoho CRM objects that use products, will be sent over to the PandaDoc pricing table blocks.  

Step 6: Sending a document through ZohoCRM. Now that you have setup the integration, setup your PandaDoc templates to accept data from ZohoCRM, try creating a new document, by using “Send with PandaDoc”.

zoho - PD module and token selection

Step 7: Tracking your documents in Zoho CRM. Once you have created a document from the object item In Zoho CRM, you can always revisit the document by accessing it through the PandaDoc module. Example shown below:

zohocrm - pd documents list

Example of a newly generated document is under Attachments.

Step 8: Uninstall Procedures:
PandaDoc / ZohoCRM integration, Native – Marketplace. At anytime, you can uninstall the integration from your ZohoCRM Account. Go to Wrench icon > Setup > Marketplace > Find PandaDoc and click on “Uninstall”.

PandaDoc /Zoho CRM integration via Google Chrome Store, how to uninstall.  If you have installed the new version (steps above) and if you have previously installed the PandaDoc Chrome Zoho CRM integration via Google Chrome Store and you can now uninstall the Chrome extension. To do this; go to Chrome Settings >Settings > Extensions. Find “Document Automation for ZohoCRM” and click on the “trashcan” icon to remove it.

zohocrm - remove chrome extension

 

Troubleshooting help —

Creating a document in the Any Object, does not send data over to PandaDoc:

In order to resolve the issue, please go to Setup -> Customization: Modules -> Organize Modules, and move ‘Products’ from ‘Unselected Tabs’ to ‘Selected Tabs’ section. Since ‘Contact’ relates to it’s parent Account, ‘Account’ module ALSO must be in ‘Selected Tabs’ section – to be able to import documents from ‘Contact’ module.

Have questions? For faster support please:

  1. Log in to PandaDoc
  2. Click on the “Help” button next to your profile icon
  3. Choose Submit Help Request option

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