Trigger Workflow on No Attachment

[SJackson29]

We require our sales reps to attach a PO or Signed Contract document to our deals before they can be marked Closed - Won.

I can create a workflow on the deal stage changing but I can't seem to find criteria on their being an attachment or not.

I also can't see a way to trigger a workflow when the attachment is created to be able to set a property to indicate that the Contract or PO has been received.  

Any options for this?

[karstenkoehler]

Hi @SJackson29,

Have you considered using a file type property, as opposed to record attachments? For a while now, file type properties also accept uploads and they can be made required as part of a deal stage.

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CRM

Improved file property experience in HubSpot's Smart CRM

May 21, 2024

What is it?

You are now able to upload and manage files using a custom file property in HUbSpot's CRM, enabling you to more seamlessly manage files across the Smart CRM.

Why does it matter?

These enhancements to custom file properties will improve file management in HubSpot. Some examples of how they can be used:

• Requiring that a purchase agreement is attached to every new deal created using the 'Create Deal' form
• Requiring a file property based on the value of another property using conditional property logic
• Requiring a contract to be uploaded to a file property when 'Deal Stage = Closed/Won'
• Uploading a CV to a contact record, and control which users can access that property ('CV') using field-level permissions

How does it work?

Object Settings > Properties > Create Property > File

Demo

For previously existing file properties, HubSpot will attempt to resolve existing values on file properties and show them as preview links in the file manager. Unresolved values will be highlighted in red, noting that the value doesn’t appear to reference a file.

Limitations to keep in mind:

• A maximum of 10 files can be uploaded per property
• Files uploaded to file property are 'private' and cannot be referenced elsewhere
• Files uploaded to a file property have the same size and type limitations as files uploaded to the File Manager: See KB on supported file types and sizes.

Who gets it?

All hubs and tiers

Learn More:

Join the discussion on our Community

Learn more on the Knowledge Base

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Best regards!

[SJackson29]

I've never heard of the File Type Property. Is it just a type that I add to a property that allows them to attach a document to it?

[karstenkoehler · Accepted solution]

@SJackson29 exactly – just like any other property type. You create the property, place it in the left sidebar and make it required for the closed won deal stage 🙂 https://knowledge.hubspot.com/object-settings/set-up-and-customize-your-deal-pipelines-and-deal-stag...

... at which point a rep could upload it directly if they haven't yet. No workflow needed.