Dataroom Management in HubSpot
A Dataroom is a secure space for your files and folders. You can add multiple files or folders in CloudFiles’ Dataroom and create & share secure links with the people you want to. Additionally, datarooms also allow you to collect files from your customers and transfer them to your cloud storage of choice. You can also use datarooms to organize the shared content under groups.
Let's learn to create and share datarooms in Hubspot using CloudFiles' HubSpot integration.
Datarooms can be created manually or automatically from within HubSpot. To create a dataroom, simply access the content library dialog and use it to create & configure the dataroom. The steps for creation are covered below -
- Go to any contact / company / deal / ticket record.
- In the CloudFiles widget on the right sidebar, click the Add button to open the content library dialog box.
- In the dialog choose “New Dataroom” on the top right and give the new dataroom a name, description and a colored banner.
That's it. The above steps should create an empty dataroom that you can now start adding files, folders and other stuff to. Read the sections below to know how to configure & share your dataroom.
There are a number of things that you can add into a dataroom. E.g. you can add live files & folders from different cloud storages into a single dataroom. You can also use datarooms to collect documents by adding a file request block to it. You can also organize the added stuff into groups or using the drag-drop. The sections below cover these in detail.
Simply click the Add content button to open the file / folder picker dialog. You can select file / folder from any of your connected cloud storages here. Note that, if you have not yet connected a cloud storage, it won't show in this dialog.
You can select multiple files and folders in a single go and add them all to the dataroom with a single click. When you update or replace any of these files in your cloud storage, the replaces are going to show up on the shared dataroom as well.
The image below shows the process of adding files / folders into the dataroom -
Using CloudFiles' datarooms you can also collect files from your customers. The File Request blocks in datarooms allow customers to upload any number or type or size of files. While adding this file request block, you can also specify a destination for the incoming uploads. This destination can be any folder in any of the cloud storage options that CloudFiles support.
To create a File Request block, follow the steps below -
- Choose the File Request option from the Add dropdown on the dataroom screen
- Give a name and description to your file request block. This helps the customer understand what files to upload here.
- Add a destination folder (optional) to your file request block. This will specify where the uploads would go. If you do not specify a destination, the uplaods would by default be stored in the CloudFiles storage.
Here's how a typical file request bloc looks like. You can also add multiple file request blocks in a dataroom with different destination folders.
Once you create a sharing link of the dataroom (see the relevant section below), the file request block appears on that shared link and customers can upload the files by accessing the link. The upload process has been shown in the image below.
If you want your files and folders to be grouped under certain categories, click on the 'Create Groups' button. You can give your group any name. Once the group is added to the dataroom, you can drag your added files around to organize them better.
You can use grouping or drag n drop files around to better organize your content. Datarooms also allow you to add complete folders. Using a combination of these features, you can organize the content & file requests blocks in your datarooms in a much more streamlined way sso that your clients can quickly access the relevant content.
Now that you have configured your dataroom with appropriate content & other elements, you can create a publicly shareable link for it so that you external stakeholders can look at that content. The sharing link can be created using multiple ways depending on your requirements -
If you want to create a fresh dataroom and then a sharing link or if you have an existing dataroom in the CloudFiles library for which you want to create a fresh link, simply click the Add button in the CloudFiles widget, then create a new dataroom / select the existing dataroom and add content to it as covered in the steps above. Finally click on the Add to record button and make sure.the 'Create public link' checkbox at bottom left is selected. This is shown in the GIF below -
Finally, if you already have a dataroom associated to a record but there is no link created for it, you can choose the 'Share' option from the Actions dropdown. In case the link has already been created, you can choose the 'Get Link' options to open the link settings dialog and configure the link further. This has been shown below -
If you have a dataroom already associated to a HubSpot (i.e. it shows up as a rectagualr tile on the right sidebar), you can edit it quickly by using the Actions > Edit option. This opens the dataroom editing dialog where you can remove, add files and folders or create file request blocks etc...
Once you access the dataroom sharing link, CloudFiles collects a lot of detailed and drill down analytics. You can view this analyitcs by clicking the Actions > Analytics button. You can know which files were viewed, for how much time, page-wise analytics and a lot of other information suing thsi analytics dialog.