Create a Client Document Portal in HubSpot with CloudFiles

in this tutorial, you will get to explore how to collect documents from customers or team members and allow them to access the uploaded files called a self updating dataroom through the hubspot cloudfiles integration what to expect by the end of this tutorial, you can expect to set up a self updating dataroom configure the document collection from customers or team members provide access to the uploaded files for customers or team members manage and maintain the document access portal 1 pre requisites before you start with the set up, please ensure you have installed cloudfiles and connected it to your cloud storage of choice install cloudfiles in hubspot cloudfiles is available on the app marketplace and can be installed using the standard app installation process check out installation guide for cloudfiles hubspot integration https //help cloudfiles io/hubspot/installation guide for cloudfiles hubspot integration connect your storage login to your external storage of choice such as google drive, sharepoint etc through the cloudfiles interface this will give you instant access to your external files within hubspot the gif below shows the steps quickly check out quick start for file connector in hubspot https //help cloudfiles io/hubspot/quick start for file connector in hubspot for more information connect automation user for storage in addition to installing cloudfiles in hubspot, you also need to set an automation user for the workflow to work this is the integration user that will be used by the workflow actions to pass files into the cloud storage to connect an automation user, simply head over to app cloudfiles io http //app cloudfiles io/ > settings > integrations > google drive and login through your google account what is an 'automation user' and how does it work? https //help cloudfiles io/webapp/what is an automation user and how does it work this article explains everything you need to know about the automation user, including what it is, why it's useful, and how it operates after connecting the desired storage, we will proceed to create contact based workflow which will be triggered when a new contact is registered here’s how our final workflow looks like we will detail these elements in the sections below 2 create contact based workflow create a new contact based workflow from scratch and select the trigger to fire when a new contact is created as shown in the gif below 3 automate sensitive document storage with ‘create folder’ action the create folder https //help cloudfiles io/hubspot/create folder action action allows you to create folders in any location on a cloud storage platform directly from hubspot flow actions we will use this action to create a folder for storing sensitive documents collected from the dataroom to use the “create folder” action, click the add button and search for ‘create folder ’ after adding the action, you will need to fill in several parameters the library parameter specifies the cloud storage where you want to create the folder; select the desired storage from the dropdown menu the folder name is what you want to call the new folder you also need to enter values for shared drive id and path to destination shared drive id required for google drive and sharepoint users, as these platforms support multiple drives for document storage path to destination indicates where in the cloud storage the new folder will be created these values can be copied from the cloudfiles app library by following these steps locate the cloudfiles widget in any hubspot record and click on it to access your cloudfiles storage under the libraries tab, navigate to the desired location for your files or create a new folder copy the parameters from the metadata on the right side of the screen refer to the gif below for a quick overview of these steps for a detailed description of the create folder action, refer to the create folder detailed guide here’s how our final create folder action looks like 3 create dataroom using ‘create dataroom’ action a dataroom is a file portal, where you can request files from your customers we will use the “create dataroom” action to create a file request portal where customers can upload their documents to use this action, click the add button and search for "create dataroom " after adding the action, you'll need to fill in certain parameters the "name" field specifies the name displayed on the dataroom, while the "description" field is optional and can provide additional context for more information about this action, visit “ create dataroom action https //help cloudfiles io/hubspot/create dataroom action ” the gif below provides a visual representation of these steps here’s how your final create dataroom action will appear 5 show dataroom on record using ‘create attachment’ action the create attachment https //help cloudfiles io/hubspot/create attachment action action allows you to associate a created dataroom with hubspot records to use this action, click the add button and search for "create attachment " once added, you will need to fill in three parameters set the library parameter to "cloudfiles," choose "dataroom" for resource type , and enter the resource id as the "new dataroom id" obtained from the previous create dataroom action refer to the gif below for a visual guide to these steps here’s how our final create attachment action for dataroom looks like once the dataroom is created and associated with the record, we will create file request blocks to request documents within the dataroom 6 create file request block using ‘add to dataroom’ the ‘add to dataroom’ action allows you to insert files, folders, and file request blocks into your cloudfiles datarooms via a workflow in this tutorial, we will use this action to create file request blocks for the kyc documents and passport folder you can add this action multiple times to request any additional files needed to use this action, click the add button and search for ‘add to dataroom ’ after adding the action, you will need to fill in several parameters shared drive id same as above library same as above dataroom id new dataroom id from the output of the ‘create dataroom’ action type file request name specify the name of the documents being requested add to destination yes path to destination folder enter the full and exact folder path of the sub folder created earlier description (optional) provide a description of the requested documents the gif below shows how to configure the add to dataroom action here’s how our final add to datatoom action looks like 7 add content using ‘add to dataroom’ using the add to dataroom action, add the folder that we created for collecting the uploaded documents in the beginning to use the action, click the add button and search for ‘add to dataroom ’ after adding the action, you will need to fill in the parameters like the above step shared drive id same as above library same as above dataroom id new dataroom id from the output of the ‘create dataroom’ action type content add to destination yes path to destination folder enter the full and exact folder path of the sub folder created earlier here’s how our final add to datatoom action looks like 8 create a shareable link for dataroom using ‘share attachment’ action the share attachment https //help cloudfiles io/hubspot/share attachment action action allows you to share attachments through hubspot workflows this process is similar to manually creating a sharing link for a file, folder, or dataroom from a hubspot record to use this action, click the add button and search for ‘share attachment ’ this action requires only one parameter the attachment to be shared , which can be obtained from the return value of the previous create attachment action, labeled ‘new attachment id ’ here’s how the final share attachment action appears 9 set the sharing link to contact property using the ‘edit record’ action in this step, we will set the link created in the previous step into a contact property first, create a single line text property in the hubspot contact settings; we’ll call it ‘self updating dataroom link ’ we will use the edit record action to transfer the shared link to this property for the 'property to set' parameter, choose the property you created and then set the custom property to the url output derived from the share attachment the gif below illustrates how to configure the edit record action that’s it save and activate the flow in the next section, we will test the workflow 10 test the workflow to test the workflow, create a new contact and wait a minute for it to execute refresh the page, and you should see the dataroom link in the contact property, along with the dataroom attachment in the cloudfiles widget on the right side click on the dataroom link to upload the requested document(s) after uploading, you can verify the uploaded documents in the corresponding folder within the dataroom the gif below provides a visual guide for these steps