Mastering Document Status Tracking: Real-Time Updates with PandaDoc and Make
In today’s fast-paced business environment, manually tracking the status of every document sent for signature or review can be a significant drain on resources and lead to missed opportunities. From sales proposals to HR onboarding packets, knowing a document’s exact status—whether it’s been viewed, signed, or is still pending—is critical for timely follow-ups and efficient workflows. This guide will walk you through setting up a robust, real-time document status tracking system using the powerful combination of PandaDoc and Make.com, ensuring your team always has the most current information at their fingertips without constant manual checking.
Step 1: Define Your Tracking Objectives and Data Points
Before diving into the technical setup, clearly outline what document statuses you need to track and where that information should reside. Are you most concerned with “Sent,” “Viewed,” “Signed,” or “Completed” statuses? Where will this real-time data be most useful? Perhaps it’s a dedicated Google Sheet, your CRM (like HubSpot or Salesforce), or a project management tool. Understanding your desired outcome will dictate the structure of your Make.com scenario and the external system integrations. Identify the key pieces of information from PandaDoc that are essential, such as the document name, recipient email, current status, and perhaps the date of the last status change. This foundational planning ensures your automation is purpose-driven and delivers tangible value to your operations.
Step 2: Configure Webhooks in PandaDoc
PandaDoc offers powerful webhook capabilities, which are essential for pushing real-time updates to Make.com. Navigate to your PandaDoc workspace settings and locate the “Webhooks” section. Here, you’ll need to create a new webhook. When configuring it, specify which document events should trigger the webhook. For comprehensive tracking, you might select events like “Document Sent,” “Document Viewed,” “Document Signed,” and “Document Completed.” Each selected event will send a payload of data to a specified URL whenever it occurs. This URL will be provided by Make.com in the next step. Ensure the webhook is active and correctly configured to send all necessary information, laying the groundwork for your automation.
Step 3: Create a Make Scenario and Catch the Webhook
Log into your Make.com account and create a new scenario. The very first module in your scenario should be a “Webhooks” module, configured as a “Custom webhook.” Make.com will provide a unique URL once you save this module. Copy this URL and paste it into the “URL” field in your PandaDoc webhook configuration (from Step 2). Once linked, initiate a test by sending a document in PandaDoc or changing its status. Make.com will then “catch” the webhook, allowing it to automatically detect the data structure sent by PandaDoc. This crucial step establishes the direct communication channel between PandaDoc and your Make.com automation workflow, making real-time updates possible.
Step 4: Process and Filter PandaDoc Data in Make
After catching the webhook, the next step in Make.com is to process the incoming data. Use a “JSON” module to parse the webhook payload, making the data points easily accessible. Following this, implement “Filter” modules to control which events trigger subsequent actions. For example, you might only want to update your CRM when a document’s status changes to “Signed” or “Completed,” rather than for every “Viewed” event. This filtering ensures your external systems aren’t bombarded with unnecessary updates and that your workflow focuses only on the most critical status changes. Carefully map the relevant data fields from the parsed JSON to variables that can be used in subsequent modules.
Step 5: Implement Real-Time Updates to Your Chosen System
Now, integrate Make.com with your target system. If you’re updating a Google Sheet, use a “Google Sheets” module to “Add a Row” or “Update a Row” based on the document’s ID. For a CRM, connect using the appropriate module (e.g., “HubSpot CRM” or “Salesforce”) to “Update a Record,” mapping the document status to a custom field within your contact or deal records. You could also send real-time notifications to a Slack channel using a “Slack” module, alerting your team whenever a critical document status changes. The versatility of Make.com allows you to connect to thousands of apps, ensuring your document status information is always where it needs to be, instantly.
Step 6: Test, Refine, and Add Error Handling
Thorough testing is paramount to ensure your automation works flawlessly. Send multiple test documents through PandaDoc, observing how Make.com processes each status change and how your integrated system updates. Check the Make.com scenario history for any errors or unexpected behaviors. It’s also wise to implement basic error handling within your Make.com scenario. For instance, you can use “Router” modules to create alternative paths if a required data field is missing or if an external system fails to respond. This proactive approach minimizes disruptions and ensures the reliability of your real-time tracking system, providing peace of mind and operational stability.
Step 7: Monitor and Optimize Your Automated Workflow
Once your PandaDoc and Make.com integration is live, it’s not a set-it-and-forget-it solution. Regularly monitor your Make.com scenario’s performance and execution history to identify any recurring issues or opportunities for optimization. As your business processes evolve or PandaDoc releases new features, you may need to adjust your webhooks or Make.com scenario logic. Consider setting up alerts within Make.com to notify you of any failed runs, allowing for immediate intervention. Continuous monitoring and iterative refinement ensure your real-time document status tracking system remains efficient, accurate, and aligned with your organizational needs, contributing to sustained operational excellence.
If you would like to read more, we recommend this article: Mastering HR Automation: PandaDoc and Make for the Automated Recruiter
