Quick start for file automations in HubSpot
CloudFiles offers a number of file automations capabilities for HubSpot users. Using the app, you can filter lists, trigger workflows, use workflow actions and much more to automate your processes.
In this article we focus on some of the automation capabilities related to the connector, sharing & analytics use-cases we discussed in the previous quick starts. There is a whole lot more documentation and possibilities with these automations.
CloudFiles connector quick start covered how you can easily access your external files from HubSpot records using the CloudFiles widget and content library dialog. We also associated a file and performed some operations using these components. In this section we cover some basic automation support examples for this.
One of the most common use-cases is to create a folder and associate it to a HubSpot record when the record is created or updated in a certain way. E.g. create a deal folder in Google Drive and associate it to the deal when it's stage changes to a particular value.
This use-case can be easily enabled using HubSpot workflows and CloudFiles' workflow actions. Create a workflow and trigger it based on your entry condition, then use the two actions below -
This action lets you specify some parameters such as target storage, destination folder, newly created folder's name etc... Using these you can customize how you want your folder organization to look. You can also use this action multiple times to create sub-folder hierarchies.
In the graphic below we show how this action looks. For details on how to use this action, refer to the detailed guide on Create Folder Action.
This action lets you attach a folder or file to the record. An attachment is the same as association i.e. the tile that is created when you associate a file or folder manually to a HubSpot record through the content library dialog. This action is able to create that tile automatically so that it's ready for use by your team.
In the graphic below we show how this action looks. For details on how to use this action, refer to the detailed guide on Create Attachment Action.
In this section, we talk about some of the workflow actions that can help automatically create sharing links and set security settings on those links. These enable a host of sharing related automations for our users.
This action can create a sharing link for an already existing file or folder attachment (association). This action is most often used along with Create Attachment action. The final result of this action is the same as clicking the 'Share' button in the Actions dropdown of a file or folder association on the CloudFiles widget which ends up creating a CloudFiles link for the resource.
In the graphic below we show how this action looks. For details on how to use this action, refer to the detailed guide on Share Attachment Action.
This action provides a number security and general link settings that can be applied through automation. This is the same as manually applying these settings using the Get Link dialog. Tis action can be used to enforce sharing policies on the content.
In the graphic below we show how this action looks. For details on how to use this action, refer to the detailed guide on Update Link Settings Action.
In this section we talk about some analytics related automations. CloudFiles sends a number of events to HubSpot when certain engagement is seen on your shared collateral. These events also carry a number of data points with them which can be used to further refine your engagement automations.
The events can be consumed using HubSpot static and dynamic lists, workflow triggers and record properties. In the graphic below, we provide a basic example of the File Viewed event being used in HubSpot workflow trigger. Other events such as File received, resource attached etc... enable other automations as well.
You can read more about these types of automations in our help article on Workflow Triggers & Filters.
Congratulations! You have completed all the three quick start guides. This makes you atleast an intermediate expert in the HubSpot - CloudFiles integration. You can use this knowledge to learn more about the features that are of interest to you.
- Refer to the list of categories and articles on the left sidebar. Categories are based on features, sue-cases, HubSpot integrated components and few others.
- For more details on the integration and app capabilities, you can also check the Table of Contents from our web app section. Most of the web app functionalities are available through the HubSpot integration as well.