HubSpot Data: How to Use File Properties in Deal Automation

Eliminate manual contract delivery by setting up a contract file property and automating its delivery upon deal closure in HubSpot.

This guide will show you how to set up a contract file property and integrate it with pipeline automation to automatically send contracts to clients upon deal closure.

1. Create a 'Contract File' property:

  • Go to Settings > Properties.
  • Click Create property.
  • Select Object as "Deal properties".
  • Click Next.
  • Enter the label as "Contract File" and choose the appropriate data sensitivity level.
  • Set the Field type to "File".
  • Click Create.

2. Configure your pipelines:

  • Navigate to CRM > Deals > Actions and select Add pipeline automation.
  • Click Configure.
  • Scroll down to the "Close Won" stage and click Edit properties.
  • Find the "Contract File" property and ensure it's marked as "Required".

This will now ensure your sales teams are uploading the contract to the deal in order for it to become Closed Won.

  • Click Next.
  • Go to Automate > When a deal is... and choose "Closed Won".
  • Click Create a new workflow.
  • Select Communications > Send email.
  • In the email body, use the personalisation token to insert the uploaded contract file link.

This will send an automated email with the contract attached to the contact associated with the closed deal.

By following these steps, your pipeline automation will automatically send contract files to clients whenever a deal is marked as "Closed Won." This ensures a smooth and efficient handoff of contracts after successful deals!

Top tip: You can also set up a reminder email if a deal is closed won but no contract file is uploaded.



Author: Bridget Reid 

Principal Marketer