CRM

MPagani
Participant

Streamlining PDF Attachments to HubSpot from Outlook

Hello,

 

We are exploring ways to automate the process of attaching PDF files received via email to respective companies in HubSpot. Our ideal solution would involve either dropping the file into a shared folder or, preferably, associating the email address in Outlook directly to the company and automatically attaching the received file.

 

For context, our team currently uses a dialing system that triggers the creation of a record in HubSpot through Zapier when they mark a deal as "sold." Typically, this happens when we receive a document from the client via email in a shared folder in Outlook. We are looking to streamline this workflow by avoiding the manual step of saving the PDF and uploading it to HubSpot.

 

Any insights or recommendations on how to achieve this automation would be greatly appreciated!

 

Thank you,

2 Replies 2
PamCotton
Community Manager
Community Manager

Streamlining PDF Attachments to HubSpot from Outlook

Hello @MPagani

 

To achieve this, consider integrating an email parsing tool into your workflow. This tool can be configured to extract essential information, such as the client's email address and the attached PDF file. Several third-party tools seamlessly integrate with email clients and offer advanced parsing capabilities.

 

At this time, it doesn't appear this is possible with HubSpot's native tools, but including Zapier,

 

I was able to find these integrations that offer this functionality:

 

Utilize the HubSpot API to establish a connection between the email parsing tool and HubSpot. With the extracted information, you can programmatically associate the email address with the respective company in HubSpot.

 

To our top experts @Anton @Phil_Vallender @Jigar_Thakker, any recommendations for @MPagani?

 

Thank you,

Pam

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MPagani
Participant

Streamlining PDF Attachments to HubSpot from Outlook

Hi PamCotton,

 

Thank you for your response and the parsing tool suggestion! This is definitely an option for us.

While exploring this option, I came across this Reddit thread where a user recommended "moving the entire inbox to HubSpot’s conversation inbox." This seemed promising, so I implemented it. However, we encountered a new challenge.

 

As mentioned earlier, our users mark deals as "sold" in our dialing system after receiving documents via email, triggering a Zap to create a contact in HubSpot.

 

In this new process with the connected Inbox, the email is received, which initiates a "conversation" and creates a contact in HubSpot before the Zap from the "sold" action occurs. This sequence results in a "duplicate contact" error when the user hits "sold." The contact information is zapped but blocked, and the company record is created without the contact being linked. While the contact created from the conversation exists, it is not automatically associated with the company, which means we have to manually link the contact created from the conversation.

 

While trying to find a solution, I considered preventing the contact from being created from the conversation. Unfortunately, based on the information in this thread, it seems this is not currently possible.

 

Do you have any suggestions on how we can address this issue? Or do you still think the parsing tool would be best?

0 Upvotes