Workflow Triggers

introduction in hubspot, workflow triggers are conditions that, when met, initiate a predefined sequence of actions cloudfiles extends this functionality by allowing workflows to be triggered based on specific file related events or changes in file related properties for example, when a contact views or downloads a document, a workflow can be triggered to follow up with that contact this automation streamlines processes such as lead nurturing and sales follow ups types of workflow triggers cloudfiles offers two types of workflow triggers 1 event based triggers cloudfiles event based triggers are triggered by specific actions taken by users concerning documents cloudfiles supports the following event based triggers ​ file viewed event can be used as a trigger when a contact views/downloads a document file received event can be used as a trigger when a file is uploaded to a dataroom resource attached event can be used as a trigger when a file, folder, or dataroom is linked to a record link created event can be used as a trigger when a shareable link is generated for a file, folder, or dataroom ​ these triggers are applicable to contact based workflows in hubspot for instance, when a contact views a pricing document, a workflow can be triggered to notify the sales team to learn more about cloudfiles events, visit our detailed guide docid\ ug3brigsphkorztmd7mn9 2 property based triggers cloudfiles property based triggers rely on specific property values within hubspot records cloudfiles updates certain properties based on document interactions, which can then be used to trigger workflows last received file request name reflects the name of the most recent file request block in which the file was uploaded in the dataroom last viewed resource indicates the most recently accessed file, folder, or dataroom linked to a hubspot record number of files received counts the total number of files uploaded via file request blocks of the dataroom links associated with a hubspot record number of resources attached denotes the total number of files, folders, or datarooms linked to a specific hubspot record using cloudfiles total views shows the cumulative number of times all cloudfiles resources linked to a hubspot record have been viewed ​ these properties can be utilised across various hubspot objects, including companies, deals, and tickets for example, a workflow can be set to trigger when a deal record shows that a document has been downloaded more than five times, indicating high interest to learn more about cloudfiles properties, visit our detailed guide docid\ muihjnxiozafrtxeble26 triggers with events cloudfiles event based triggers are used when immediate action is required following a user's interaction with a document, such as viewing, downloading, or uploading it in this section, we will discuss a few use cases where event based triggers can be effectively applied examples prioritize hot leads based on document engagement trigger a workflow when the time spent (in seconds) property from the file viewed event shows that a prospect spent over 5 minutes (300 seconds) on a pricing sheet, automatically moving them to a "hot lead" list and alerting the assigned salesperson for immediate follow up auto validate client submissions for onboarding trigger a workflow when the file request name from the file received event indicates that a client has uploaded a signed "service agreement" document, automatically creating a task for the onboarding specialist to start the client setup process kickoff deal review after proposal attachment trigger a workflow when the resource name property from the resource attached event matches "final proposal pdf", automatically notifying the sales manager and scheduling an internal deal review meeting within two business days cloudfiles supports these triggers by tracking document interactions and integrating the captured data into hubspot workflows triggers with properties cloudfiles property based triggers are effective for managing processes that depend on the state or value of specific record properties in this section, we will discuss a few use cases where property based triggers can help automate internal processes examples client onboarding notifications when the "number of files received" reaches a specified count, trigger a workflow to notify the assigned team member that all required documents have been submitted sales engagement alerts utilise the "last viewed resource" or "total views" properties to detect when a prospect engages with shared content, prompting a workflow that alerts the sales representative for timely follow up internal collaboration updates monitor the "number of resources attached" property to trigger workflows that notify internal stakeholders whenever new resources are linked to a record, ensuring everyone stays informed using property based triggers allows for structured automation that aligns with predefined business processes thus, cloudfiles enhances hubspot workflows by introducing two types of triggers event based triggers, which respond to specific document interactions like views or uploads, and property based triggers, which monitor changes in document related properties implementing these triggers allows for automation of tasks such as lead follow ups and client onboarding, streamlining business processes