How to Set Up Your First Automated Onboarding Workflow in PandaDoc with AI Document Fields
Streamlining the onboarding process is crucial for efficiency and a positive new hire experience. Manual document generation and data entry are significant bottlenecks that can be entirely eliminated through smart automation. By integrating PandaDoc with AI Document Fields into your workflow, you can not only automate document creation but also leverage artificial intelligence to intelligently pre-fill information, extract key data, and dramatically reduce human error, saving your team countless hours and ensuring a seamless start for every new team member.
Step 1: Define Your Onboarding Process & Identify AI Opportunities
Before diving into the technology, meticulously map out your current onboarding workflow. Document every step, from the moment a candidate accepts an offer to their first day and beyond. Identify all documents required (offer letters, contracts, handbooks, tax forms) and the data points needed for each. Crucially, pinpoint where manual data entry or document generation causes delays or errors. This analysis will reveal prime opportunities for AI Document Fields, such as automatically extracting candidate information from a resume or CRM to pre-populate an offer letter, or intelligently summarizing key clauses for compliance checks. Understanding these friction points is the foundation for an effective automated solution.
Step 2: Prepare Your PandaDoc Template with Dynamic Fields
Log into your PandaDoc account and either create a new template specifically for onboarding or adapt an existing one. The key here is to design your documents with dynamic fields that can be populated automatically. Think beyond simple text fields; PandaDoc offers a robust set of content blocks and variables. Identify data points that are consistent across all hires (e.g., company name, standard policies) and those that are unique to each individual (e.g., name, salary, start date, position). For the latter, create specific custom fields or leverage existing ones that align with the data you’ll be pulling from your HRIS or CRM. This preparation ensures your documents are ready to receive external data programmatically.
Step 3: Integrate AI Document Fields in PandaDoc
PandaDoc’s AI Document Fields are where the magic happens. Within your prepared template, explore the AI features available. This might involve setting up “Smart Fields” that can infer data types or using AI-powered content blocks that intelligently pull or generate text based on minimal input. For instance, if you have a section requiring a custom welcome message tailored to the new hire’s role, AI can assist in drafting this based on pre-defined parameters. Configure these fields to either pre-fill data from a connected source (like your CRM or HRIS via an automation platform) or to extract information from uploaded documents (like a signed contract) for data verification and subsequent updates to other systems.
Step 4: Design Your Automation Trigger and Data Flow
The success of an automated workflow hinges on a reliable trigger. Determine what action will initiate your onboarding sequence. Common triggers include a candidate status change in your Applicant Tracking System (ATS) to “Hired,” a new employee record being created in your HRIS, or even a specific form submission. Once triggered, identify the exact data points needed for your PandaDoc documents and their source system. Plan how this data will flow. For example, when a candidate is marked “Hired” in your ATS, their name, start date, salary, and position should be automatically extracted and prepared for transfer to PandaDoc. This data flow diagram is critical for building a robust and error-free automation.
Step 5: Build the Workflow in Your Automation Platform (e.g., Make.com)
With your PandaDoc template and data flow defined, it’s time to construct the automation using a platform like Make.com (formerly Integromat), Zapier, or similar. Start by connecting your trigger application (ATS/HRIS) to Make.com. Then, add a module to retrieve the necessary employee data. The next step is to integrate PandaDoc, selecting an action such as “Create Document from Template.” Map the data fields from your trigger system directly to the dynamic fields you set up in your PandaDoc template. This module will dynamically generate a personalized onboarding document. Further steps might include sending the document for e-signature, notifying the hiring manager, or updating the employee’s status in your HRIS once the document is signed.
Step 6: Test, Refine, and Deploy Your Automated Workflow
Thorough testing is non-negotiable before deploying any automation. Run simulated scenarios for new hires, ensuring all data is correctly mapped, documents are generated accurately, and signatures are collected smoothly. Check for edge cases, such as missing data points or alternative scenarios (e.g., offer rejected). Verify that the AI Document Fields are performing as expected, pre-filling or extracting information correctly. Based on your tests, refine the workflow and your PandaDoc templates as needed. Once confident in its performance and reliability, deploy your automated onboarding workflow. This iterative process ensures a seamless, efficient, and error-free experience for both your team and new hires.
If you would like to read more, we recommend this article: The Definitive Guide to CRM Data Protection and Recovery for Keap Users: Safeguarding Your Business Continuity
