topic Creating a Workflow for Non-Disclosure Agreements in Tips, Tricks & Best Practices

Creating a Workflow for Non-Disclosure Agreements

MKainu — Tue, 24 Jan 2023 22:52:47 GMT

Hi all,

After watching and reading about workflows, I'm still a little uncertain the best way to create one that fits the scenario below the best (a little overwhelemed):

1. New Deal is created ---> New Task created to check NDA database (external) to see if an active NDA exists for new Deal entity/person (can we link these external locations as well so, when task is triggered, a notification with the location shows?)

2. If NDA is Active, Done (no further action required for the NDA process)

3. If NDA is Not Active, then notify [User] to initiate New NDA Process (could probably enter in a new workflow here, but want to try and wrap my head around the current process first and get comfortable with it)

4. When New NDA process is complete, End Task.

Any tips, tricks, or best practices for creating this scenario?

Re: Creating a Workflow for Non-Disclosure Agreements

jolle — Wed, 25 Jan 2023 02:56:36 GMT

Hey @MKainu, thanks for sharing! And no need to feel overwhelmed 🙂 I definitely understand the feeling, but we're here to help give you some thoughts!

Thanks for the helpful process outline — it looks like a lot of this is going to happen within that external NDA database and not in HubSpot. That makes things a little easier on the HubSpot side of things, but you still want to make sure that you capture the process above within the task in HubSpot. Here's what I would do:

Create the task creation workflow you described above (triggered when a new deal is created)
Within the task body, outline the steps above:
1. Check NDA database (you should be able to copy and paste the direct link to the external NDA database within the task body, assuming you're using the same exact URL for every record)
2. If NDA is Active, then complete the task (and update a custom property called "NDA Status" to "Active," if desired)
3. If NDA is Not Active, then notify [User] to initiate New NDA Process (and update a custom property called "NDA Status" to "Not Active," if desired — this could trigger another task creation workflow like you mentioned)

The current state sounds like you're just using HubSpot to convey the NDA database directions to your team. Over time, I bet there's more that you can automate here, but I think you're at a really good starting point! I would definitely try to track the "NDA Status" within HubSpot, probably in a custom deal property as mentioned above. Since you'll already be doing the manual work of heading into the NDA database to confirm the NDA status, you might as well bring that into HubSpot so that the rest of the team can view that info in HubSpot instead of needing to head into the database again.

Hope this helps!! Let us know if you run into any trouble as you're getting everything set up. Thanks!

Re: Creating a Workflow for Non-Disclosure Agreements

HBirtcher — Mon, 06 Feb 2023 13:22:25 GMT

If you have the option to create custom objects, this would be a great use! I recently implemented the storage of our NDAs in HubSpot. It allows a pretty seamless flow and I can automate notifications as to when things are approved, or when things expire. It really seems to be working well for the team.

Re: Creating a Workflow for Non-Disclosure Agreements

james-portant — Mon, 29 Apr 2024 21:01:29 GMT

Hi @MKainu,

I'm a bit late to the party here, but wanted to reach out in case I could help.

We have an document automation app for HubSpot called Portant, that would be ideal at automating your NDA workflow. You can design your template in Google Docs or Slides and insert any HubSpot property connected to the deal (including custom properties and objects). I made a short 60s video about it here:

Portant also stores the document status (e.g. Signature Requested, Signed etc) back into HubSpot as a custom property. So you can build automations in HubSpot that are triggered byt your NDA's completing.

If that looks helpful, we have some docs to help you get started: https://docs.portant.co/portant-docs/sources/hubspot but if you need any additional help, please feel to book a call here: https://calendly.com/james-portant/30-min-meeting

Cheers,
James - CEO @ Portant

Portant App for HubSpot: https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/portant-hubspot-google-docs-in...

Re: Creating a Workflow for Non-Disclosure Agreements

SHanegan — Tue, 04 Nov 2025 21:36:24 GMT

Can you share how you've implemented storing your NDA's in HubSpot? Do you load these onto the deal pages or are they kept in a different area?

Re: Creating a Workflow for Non-Disclosure Agreements

Jaycee_Lewis — Tue, 04 Nov 2025 22:39:37 GMT

Hey, @SHanegan 👋 If you don't get a reply here, you may want to create a new post for this one. It will get you more views and put your question in front of our current community experts. — Jaycee

Re: Creating a Workflow for Non-Disclosure Agreements

james-portant — Thu, 06 Nov 2025 13:08:50 GMT

Hey @SHanegan,

If you want to streamline NDAs inside HubSpot, a clean approach is to generate, track, and store the NDA directly on the record using a document-automation tool that integrates natively with HubSpot.

With Portant, you can:

Generate NDAs automatically from Contact, Company, or Deal data using a Google Docs template.
Store the final NDA on the record via a HubSpot App Card, so reps see the status (draft, sent, signed) without leaving HubSpot.
Log the NDA as an entity inside HubSpot’s new App Object framework (released at INBOUND 2025), which gives you a structured “NDA object” with properties like status, effective date, counterparty, and expiry.
Trigger workflows when NDAs are generated, approved, or signed — including reminders for expiry or renewal.
Request e-signatures automatically as part of the workflow.

This setup removes manual file handling, keeps all NDA activity visible inside HubSpot, and gives teams a centralized, reportable NDA database using App Objects. Happy to share examples if helpful.