First, what is Zapier?
Zapier is a third-party tool that allows you to integrate softwares together, without any development needed. Create zaps, or defined sets of triggers and actions, to customize your own integrations between software. Learn more in this help article.
Zapier offers a free plan that allows you to build one-step zaps (when this happens in software A, this will happen in software B). Their paid plans allow for more advanced zaps like this one, with multiple steps, including filtering and building multiple paths. For the purposes of this zap, a paid account is required.
Using Our Template
Zapier has the ability to share zap templates so you don't have to build it out from scratch. After signing up for a Zapier account, click this link to copy this zap into your account, where you can then finish setting it up with your LeadSimple and PandaDoc accounts:
Building your Zap
Here's a quick outline of the process we're going to follow to build this zap today:
Sign up for a Zapier account (if you haven't already)
Create and name your Zap
Add the trigger app, LeadSimple (Task Completed)
Connect your LeadSimple account
Add a filter: Only Continue If
Add a Date/Time action
Add the connected app, PandaDoc (Create Document)
Connect your Pandadoc account
Add action in LeadSimple (Update Lead)
Test & Review
Set your zap live
Step 1: Create your own Zap and Choose Trigger
Add the trigger app, LeadSimple (Task Completed)
The first step is selecting what app will trigger the Zap. If not already present, choose LeadSimple with the action “Task Completed”. Choose your LeadSimple account. (If it is your first time connecting to LeadSimple, follow these instructions to find your API Key.)
After connecting LeadSimple, we need to set up what task triggers the creation of the PandaDoc.
Create a test process with a test owner and/or tenant in the process that you want to trigger PandaDoc. In order to set up the trigger task, you must complete the task that you want to be a trigger. Work through the process with the test data. Once you check of the task that you want to trigger the Zap, return to Zapier. For example, a “Send PMA” task.
Click refresh, to pull in the most recently completed tasks. You should find your “Send PMA” task at the top. The description should match the task you checked off. Select the task as a trigger.
Click continue and then test & continue.
Step 2: Add a filter: Only Continue If
Add a filter task, only continue if....
In the “Only continue if'' filter, choose LeadSimple 1. Description, then select (Text) Contains, and enter the exact wording of the task (in this case, Send PMA).
Click Continue and make sure the Zap would have continued. If not, change the description to match.
Step 3: Create a timestamp for your document
In order to fill the date field in your PandaDoc, we must create a Zapier step. In this case, we want the date to be when the PandaDoc was being sent. You can also read more about this feature in Zapier’s article.
Add a Zapier task:
Select Formatter by Zapier
Set up action to be:
To Format: Your Preference
To Timezone: Your Timezone
From Format: Your Preference
From Timezone: Your Timezone
Once all of those settings have been selected, you can test and continue.
Step 4: Add the connected app, PandaDoc
If not already present, chose PandaDoc as the connected app. Sign into your PandaDoc account and authorize the connection.
Once you connect your PandaDoc account, you will need to map your PandaDoc fields to LeadSimple.
Go into templates, then click on your document. Your document must be in the most recent version of PandaDoc. If you created your templates before May 2020, then you need to update them.
Then start mapping your fields. Click "Text field"
Drag and drop the text, signature, initials, dates, and checkboxes where needed in your document. Once they are in place, click on them to pull up the placeholder information. Assign to a signer and make adjustments to settings.
A couple of notes:
We recommend strategically naming your merge fields. The merge fields are what you will be able to see in Zapier to map fields.
When mapping fields, double check that each field is assigned to a role.
In Zapier, choose the document template that you will be filling and sending.
Document Name: We recommend pulling in the name or address from LeadSimple
Template: Choose the template that you want to use
Send Document: If this is yes, the document will send automatically. If no, the document will be in your drafts.
Message: Pulling in the name from LeadSimple works great here.
Continue on through each of the fields.
After you connect all the fields, test and continue.
Step 5: Update LeadSimple
After you create the document, we want to make sure that we update LeadSimple with a tag and potentially change the stage.
Add an additional action, Update Lead in LeadSimple.
Stage (Required) You can move to PMA or Lease Sent stage by selecting the appropriate stage for the field. If you want it to remain in the same stage, use Deal Stage ID in the field.
Tag (with the word "zapier" to know when a lead has been updated automatically)
After filling out your desired fields, click either Test & Review or Test & Continue, to update the test lead in LeadSimple. Check your LeadSimple account to see whether the lead updated correctly and make any changes if needed.
Remember you can always make updates to your zap later on as well.
(If you have any trouble setting up this zap or have suggestions for other zaps you would like to see tutorials on, let us know using the chatbox in the right corner or reach out to firstname.lastname@example.org.)