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.

By the end of this tutorial, you can expect to -

The GIF below shows the expected output. If you have a basic grasp of these concepts, you can expect to finish the tutorial in under 5 minutes.

Before you start with the set-up, please ensure you have installed CloudFiles and connected it to your cloud storage of choice.

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.

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 for more information.

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 > Settings > Integrations > Google Drive and login through your google account. 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.

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.

The Create Folder 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:

These values can be copied from the CloudFiles app library by following these steps:

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 -

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.” The GIF below provides a visual representation of these steps.

Here’s how your final Create Dataroom action will appear:

The Create Attachment 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.

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:

The GIF below shows how to configure the Add to dataroom action:

Here’s how our final Add to Datatoom action looks like -

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:

Here’s how our final Add to Datatoom action looks like -

The Share Attachment 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:



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.

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.