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How to Pull Data from CRM and Use It in a Workflow

This guide focuses on importing data from your CRM (such as HubSpot or Salesforce) into a PandaDoc workflow. By pulling data from your CRM, you can ensure that quotes, documents, and approvals are automatically populated with accurate customer details.

A separate guide will cover how to push data back into your CRM after a workflow is completed.

Prerequisites​

Before pulling CRM data into your workflow, ensure that:

  • Your CRM is connected in PandaDoc Settings > Integrations.
  • You have admin permissions to configure workflows.

Adding an Integration Step to Pull Data​

To integrate your CRM and pull data into your workflow, follow these steps:

Step 1: Open the Workflow Builder​

  1. Navigate to Workflows in the left sidebar.
  2. Click + Workflow to create a new workflow or edit an existing one.

Step 2: Add the Integration Step​

  1. Click + Add Step.
  2. Select Pull Data from Integration.

Start setup of integration step

Connecting Your CRM​

  1. Click Select Integration.

    Select CRM

  2. Choose your CRM (e.g., HubSpot or Salesforce).

  3. Click Connect and authorize PandaDoc.

Selecting the Data to Import​

Choose the entity type to pull data from (e.g., HubSpot Deal or Salesforce Opportunity).

Select object pulled from CRM

Using Pulled Data in the Workflow​

Once CRM data is imported, it can be mapped to different steps in the workflow, such as:

  • Forms: Prefill fields with customer details.
  • Quotes: Automatically add products and pricing from CRM.
  • Documents: Insert CRM variables into contracts and proposals.

Next Steps​

With CRM data successfully pulled into your workflow, you can now configure the remaining workflow steps, such as generating a quote, applying approval rules, and creating a document.