File Portals for Sales & Service teams

in this tutorial, we explore how you can share file portals through hubspot cloudfiles integration learn how to automate folder creation at a specific deal stage, establish an empty data room with a sharing link, upload files to internal folders, selectively share files with the data room, and analyse portal analytics for valuable insights what to expect by the end of this tutorial, you can expect to have a dedicated internal folder for a deal in google drive, which would be created automatically have a dataroom link to share files with external stakeholders be able to choose which files to share from internal folder with the external parties view dataroom documents analytics on hubspot contact and 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 under 10 minutes 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 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 deal based workflow which will be triggered when the deal reaches a certain stage here’s how our final workflow looks like we will detail these elements in the sections below 2 create deal workflow create a new deal based workflow from scratch and select the trigger to fire when the deal reaches a certain stage as shown in the gif below you can chose any stage as the deal stage 3 create internal folder using ‘create folder’ action create folder action can be used to create folders in any location on any cloud storage platform from hubspot flow action we will use this action to first create the folder as internal repository to store the files to use the “create folder” action, simply click on add button and search for ‘create folder’ as shown below once you add this action, it will ask you to fill in certain parameters this action requires a few parameters the library parameter is the desired cloud storage where you wish to create the folder select the desired storage from the drop down field the folder name is the name you wish to give your created folder we simply use the deal’s name but you can also create a complex text formula variable as well the gif below shows how to populate the library & folder name parameter we also need to enter values for shared drive id & path to destination these are shared drive id this is important for google drive & sharepoint users only these cloud storages offer multiple 'drives' where documents can be uploaded path to destination this specifies the destination folder in which this new folder will be created these parameters can be easily copied from cloudfiles app library follow these steps find the cloudfiles widget from any hubspot record, and click on cloudfiles it will redirect you to your cloudfiles storage under the libraries tab, navigate to folder where you would like to store your files or simply create new folder copy the parameter from the meta data on the right side of the screen check the gif below for a quick walkthrough 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 4 show folder on record using ‘create attachment’ action the create attachment https //help cloudfiles io/hubspot/create attachment action action is used to associate created folder to hubspot records attaching (or associating) our newly created folder is important since this will enable us to see and operate on the folder contents right from the hubspot record to use this action, simply click on add button and search for ‘create attachment’ as shown below once you add this action, it will ask you to fill in certain parameters “shared drive id” and “library” parameters will be same as above the “ path to folder” will be the exact and full path of the newly created folder you can simply copy from the meta data info in the cloudfiles library using the same steps as specified in the shared drive id section above here’s how our final create attachment action looks like 5 create dataroom using ‘create dataroom’ action a dataroom is a file portal, where you can link multiple files & folders, organize them in groups and even request files from your customers we will use “create dataroom” action to create empty empty datarooms where selected files can be shared with customers from the internal repository to use this action, simply click on add button and search for ‘create dataroom’ as shown below once you add this action, it will ask you to fill in certain parameters “ name ” is the name of dataroom that appears on the dataroom, “ description ” is an optional field that can be used to give additional description for conveying more information to read more about this action, visit create dataroom action https //help cloudfiles io/hubspot/create dataroom action refer to the gif below to get a visual understanding of above steps here’s how our final create dataroom action looks like 6 show dataroom on record using ‘create attachment’ action the create attachment https //help cloudfiles io/hubspot/create attachment action action can also be used to associate created dataroom to hubspot records to use this action, simply click on add button and search for ‘create attachment’ as shown below after you add this action, you will have to fill 3 parameters for attaching a dataoom, library parameter should always be ‘cloudfiles’ resource type will be ‘dataroom’ and resource id will be ‘ new dataroom id ’ derived from the output of previous create dataroom action refer to the gif below to have a visual understanding of this steps here’s how our final create attachment action for dataroom looks like once the dataroom is created and associated to the record, we will create sharing link for the dataroom using ‘share attachment’ action 7 create shareable link for dataroom using ‘share attachment’ action the share attachment https //help cloudfiles io/hubspot/share attachment action action enables you to share attachments using hubspot workflows sharing an attachment is exactly the same as manually creating a sharing link of a file / folder / dataroom from hubspot record to use this action, simply click on add button and search for ‘share attachment’ as shown below this action has only one parameter that can be set to specify the attachment to be shared you can derive this from the return value of previous create attachment action ‘new attachment id’ refer to the gif below have a visual understanding of this step this is what the final share attachment action looks like 8 set the sharing link to deal property using ‘edit record’ action in this step, we will set the link created in the last step to a deal property for this, first create a single line text property in the hubspot deal settings we created a property called ‘shared files portal link’ to set the shared link to the above property, we will use the edit record action for the ‘property to set’ parameter, we will choose 'shared files portal link' and under 'shared files portal link' parameter we will set it to the output ‘url’ of the last action the gif below shows the configuration for the edit record action that’s it save and activate the flow in the next section, we will test the workflow and check the analytics test the workflow to test the workflow, create a new deal and set the stage to the one used in the trigger give it a minute to execute refresh the page you will be able to see the dataroom link in the deal property and also the folder attachment in the cloudfiles widget in the right side start by adding some files in the folder once added, you can choose selective files to be added to the dataroom if you open the dataroom link, you will see these selective files these steps have been illustrated in the gif below for a better understanding check the analytics click on the dataroom link and browse the files scroll through so you can get richer analytics refresh the page so you can collect multiple views once you feel enough analytics has been collected, go back to your hubspot you can check the analytics in multiple ways check analytics on the dataroom in cloudfiles widget go to cloudfiles widget and locate the dataroom in the action drop down menu, select ‘ analytics ’ to get a detailed analytics view check analytics on the activities timeline you can access this analytics from the contact record page of hubspot as well make sure you enable cloudfiles checkbox in the filter activities as shown in the gif below with this, you will see file view events on the deal and can click ‘view detailed analytics’ button 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 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 you can read more about this in the ' create analytics dashboard section' of e mail attachment tracking dashboard for marketers