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Using Conditional Approvals

Conditional approvals in PandaDoc CPQ allow you to define dynamic approval workflows based on various conditions such as quote attributes, CRM fields, and form inputs. This ensures that documents requiring special authorization automatically trigger an approval process.

This guide covers:

  • Setting up approval conditions at the template and workflow level.
  • Mapping quote and CRM data for dynamic approvals.
  • Creating custom rules to automate approval triggers.

Watch the Video Tutorial​

Understanding Conditional Approvals​

PandaDoc Advanced Approvals work at two levels:

  1. Template-Level Approvals – Apply approval conditions directly within a document template.
  2. Workflow-Level Approvals – Use a workflow to automate approvals based on CRM data, quotes, or form inputs.

Step 1: Setting Up Conditional Approvals in a Template​

  1. Navigate to a Template and open the Approval Flow.
  2. Add an Approval Block – Each block represents an approval condition.
  3. Define Approval Conditions – You can check:
    • Specific Quote Data Fields.
    • CRM attributes such as Deal Owner.
    • Line items or product selection.

Example: Approval Based on Product Selection​

  • Create a Quote Data Field called Selected Products.
  • Define a rule: If "Selected Products" contains "Pro Plan Subscription", trigger approval.

Step 2: Configuring Quote Data Fields​

  1. Open the Quote Editor and add a new Quote Data Field.
  2. Create Dynamic Quote Data Extraction Rules:
    • Extract selected line items.
    • Capture profit margin, section names, or pricing details.

Example: Auto-Populate Selected Products​

  • Set a rule: If a line item is selected, store its name in "Selected Products".

This ensures that the approval condition updates in real time as selections change.

Step 3: Automating Approvals in a Workflow​

  1. Go to Workflows and create a new approval workflow.
  2. Connect to CRM – Ensure that deal and product data are pulled from HubSpot or Salesforce.
  3. Recreate Quote Data Fields in Workflow:
    • Match data fields from the template with those in the quote step.

Example: Approval Based on Deal Owner​

  • Create a Deal Owner data field.
  • Map it to a CRM field.
  • Set a rule: If Deal Owner is "John Doe", trigger approval.

Step 4: Testing the Approval Flow​

  1. Create a document using the workflow.

  2. Check if conditions trigger approvals:

    • Select a Pro Plan → Approval is triggered.
    • Change to a Business Plan → Auto-approved.
    • Assign different Deal Owner → Approval status updates dynamically.

  3. Verify CRM-Driven Approvals:

    • Ensure that CRM fields like Deal Owner are correctly mapped.
    • If conditions match, the document enters approval mode.
    • If no conditions are met, the document is automatically sent.

Key Takeaways​

  • Conditional Approvals enable automatic approval workflows for complex sales processes.
  • Quote and CRM Data Fields help dynamically adjust approvals based on real-time selections.
  • Approval triggers can be based on product selection, pricing, CRM attributes, or form responses.
  • Workflow-Level Approvals allow seamless integration with HubSpot, Salesforce, and internal approvals.

By leveraging Advanced Approvals, you can streamline contract approvals, sales workflows, and deal reviews, ensuring compliance while maintaining efficiency.