What = Currently we {users} are saving email communication and attachment to relevant sections within Hubspot {email log/attachment section} however, we have a number of key documents that our compliance team/auditors request for. Whilst these are within each record, locating these documents within the email/attachment section is time consuming as these are contained with all other attachments/email communications and were having to go through each section to locate specific evidences/emails and download.
Our goal Ideally what we are looking for is the capability to separate/mark these evidences, so that we can separate those type of emails/attachments which are general info/communication {between our users and customers/customer evidences etc} to those that are key documents, which must be completed for each customer/deal and are required to be reviewed.
In addition, those marked as key documents to be easily located within Hubspot for reviews.
An example for this would be clients signing our Ts&Cs, approval email/confirmation of funds etc.
It would be great if Hubspot could build this functionality {if it doesn't exist} or If there are any ideas how we could do this, it would be great if you could share.
We can only think of building another custom object but having an object just for separating type of attachments/emails seems a waste. Or limiting our customers way of sending documents to us {e.g all key document must be sent through an add on provider such as PandaDoc}
I've solved this a few times for people, as it comes up in many situations where compliance docs must be easily filed and found.
I recommend using Pandadoc native HubSpot integration plus Zapier to file key documents when completed.
Create Zaps for each important compliance document,
That triggers when a document from that specific template is completed.
Checks to ensure there is are HubSpot Object IDs embedded in the document meta (automatic if you are using native PandaDoc integration)
Updates the relevant HubSpot object by pasting the PandaDoc URL to the PDF of the completed document into either: A dedicated property on the object(s), or add an engagement to the timeline of the object(s) such as a note, with that URL.
I recommend the dedicated object property approach because then you can then extract it in reports or views for compliance checks or for use in workflow automation or other Zapier zaps.
cheers
Pete
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