E-mail Attachment Tracking

in this tutorial, we explore how e mail attachments sent through mass hubspot campaigns can be tracked and reported on using the cloudfiles hubspot integration we will use various features of both of these apps through the tutorial what to expect by the end of this tutorial, you can expect to have an email template with a link to a file that can be sent to any contact when the receiver clicks on the link and views the file, you will get personalized file view analytics you would see the individual analytics on the hubspot contact record you will also have a hubspot dashboard to see overall analytics the gif below shows the expected output if you have a basic grasp of these concepts, you can expect to finish the tutorial in 5 to 10 minutes tutorial video refer to the quick video if you would like to have a visual guide for this tutorial read on if you prefer textual content 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 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 for more information 2 create a cloudfiles link cloudfiles links are secure publicly shareable links that can be used to share your collaterals in hubspot mass e mail campaigns you can create the link using the cloudfiles dashboard follow the steps below now that you have the access to your external storage, go the cloudfiles library and locate the file for which you would like to create the link click on “create link” button and name the link for your reference click on “copy link” button to copy the link created for e mail campaign while not mandatory for this use case, explore configuration settings during the link creation process if you want to customize any aspects refer to the gif below to get a visual understanding of this step 3 update e mail template & add personalization cloudfiles offers a cool feature to personalize the file link using a url parameter this, when combined with hubspot's personalization tokens for marketing & sales email templates, offers a neat way to collect personal analytics on any cloudfiles link, without gating it log in to your hubspot account and navigate to the marketing or sales hub choose the email template you want to update click on "edit" to make changes identify the hyperlink in your email template that you want to update with the cloudfiles link replace the existing hyperlink with the copied cloudfiles link from the cloudfiles dashboard at the end of the cloudfiles link, add the following personalization parameter and save the changes this ensures personalized tracking for each recipient without gating it refer to the gif below to get a visual understanding of this step 4 test your email template send a test email to verify that the cloudfiles link is working correctly make sure that when sending the test email, you send it to a contact and not a naked email address this way the personalization token would be populated correctly the link in the email inbox should have your email appended to it at the end the format is shown in the graphic below important always test your e mail using a contact record, otherwise hubspot would not populate the personalization tokens correctly if your link shows up correctly, you can click on it and spend some time on your file so that analytics can be collected refer to the gif below to get a visual understanding of this step 5 check analytics on contact click on the link that was sent in the email spend a few seconds on your asset for the analytics to build up scroll through so you can get richer analytics refresh the page so you collect multiple views once you feel eough analytics has been collected, go back to your hubspot when a file is viewed, cloudfiles checks for an associated contact in your hubspot account if found, analytics data is pushed to that contact's record if cloudfiles doesn't find an existing contact in hubspot, it automatically creates a new one this ensures all analytics information is associated with the correct records you can access this analytics from the contact record page of hubspot by following the steps below in your hubspot account, go to the contact record that you tested the email template for in the record timeline, enable cloudfiles activity as shown below once done, you should see page view events in the timeline you can click on 'view detailed analytics' button to get the detailed analytics please note, you need to enable the cloudfiles timeline events first using the filter activity dropdown as shown below refer to the gif below to get a visual understanding of this step you will get detailed drilled down analytics for each view from the analytics dialog, you can get details such as view count, downloads, location, time spent, pagewise analytics etc 6 create analytics dashboard cloudfiles can also create file view custom object records in hubspot for each view that happens in the file there is various information available in this record including view date, time spent, scroll depth and more you can create a variety of charts & reports using this data check hubspot custom object support in order to create document analytics dashboard, you need access to hubspot custom objects to see if you have access to this feature, look for a 'custom objects' option in the contacts dropdown menu as shown below please note, you need to have access to custom objects in hubspot in order to create cloudfiles based engagement reports & dashboards enable cloudfiles custom object feature you also need to enable the custom object feature in cloudfiles so we can automatically start creating these in your hubspot account this setting can be found on the cloudfiles app dashboard in settings > integrations > hubspot > enable custom object toggle if you face issues enabling this feature, reach out to us through chat on the bottom right once the feature is enabled, you should see the 'cloudfiles views' custom object created in the contacts menu of hubspot you would also see some records pre created for the views that you have already collected on files you can view more information on any record by clicking on it create a file view report to create your first report, go to your hubspot and follow the steps below go to reporting > reports > my reports click create report and choose single object report choose cloudfiles views object on the next screen you will see the standard hubspot report builder with data and visualization tab once you are done creating the report, name and save it you can use these help articles from hubspot to learn about the type of reports you can create with hubspot the gif below shows the basic process in a nutshell create a file view dashboard you can now use the report(s) in dashboard and graphically see the data in a collated format to create a file engagement dashboard, simply go to reporting > dashboard > new dashboards and start adding the report(s) you created in previous section there are various visualization settings that hubspot provides that can be used to plot insightful charts using these, we have plotted the following charts beyond this tutorial in this tutorial, we talked about a very specific way of sharing a file using hubspot however there are loads of other file & folder sharing options and functionalities that the cloudfiles hubspot integration enables to know more about the options for sharing files in e mails and limitations of hubspot documents, check out our blog on hubspot analytics report for e mail attachment using cloudfiles for marketers, file sharing can also happen through website banners and form walls, social media sites, ads, one on one sales sharing etc cloudfiles can, in one way or the other, collect personalized analytics for each of these unique scenarios and create reports dashboards as illustrated above further, there are a lot of types of reports & charts that can be created e g the graphic we posted above, the last chart on the right illustrates monthly scroll depth e g 40% scroll depth implies that your clients only scroll through 4 out of ten pages of your collateral the monthly plot can provide insights into this behavior over time as you update your collateral to know more about what cloudfiles can do and how you can fit the app as per your unique use case, book a call with us