Add link to previously sent file to a new email sequence

[Billseng]

Hi-

My company uses a non-HubSpot tool to create quotes for customers. When they are generated, they are then sent out from the other system to the customer, but we use the bcc method to capture the email and connect it to the contact's record.

What I want to be able to do is to create a sequence that our sales team can use to follow up on these quotes after a period of time. 

It appears to me that the attached pdf quote is captured by HubSpot as you can see the file location when rolling over the link:

Since the contact would need to be logged into HubSpot to see the link, that won't work. (Even if it did, I'm not sure how to get the proper link for the last quoted deal in there. Again, we're not creating quotes in HubSpot.)

So.... is there a way to dynamically reference that pdf quote, but put a 24-hour link to it within an email sequence?

Moreover, can that occur multiple times over a 3-step email sequence, or can I *not* have a 24-hour time limit? 

Any advice would be appreciated!

Best,

Bill

[kvlschaefer]

Hi @Billseng,

Thanks for reaching out to the Community! 

This is a great question 🙂

I'm not aware of a way to dynamically reference this field in a quote, however, you could share a file attachment in the sequence itself. 

1. Upload the PDF to the file manager - set the File URL visibility and domain (if you're afraid of the link breaking, you can keep under the system domain that HubSpot provides because if you disconnect your domain, your file URL might not work). 

2. Share the file URL in the sequence itself.

I also wanted to invite our subject matter experts to see if they have insight.

Hi @TomM2, @HFisher7, @HubDoPete - Do you have any advice for @Billseng?

Thank you! 

Best,

Kristen

[Billseng]

Thanks for the reply, but I would need this to be done automatically, like with a personalization token. Each quote is unique, and it would be a problem if a quote for one contact was accidentally sent to another.

Obviously, HubSpot is storing these attachments somewhere, so it stands to reason that there should be a means to link to them in follow-up emails. 

[TomM2]

Hey @Billseng Kristen actually outlined the only method I could think of to achieve this too! 

Unfortunately sequences doesn't support email attachments, the file itself is associated with the contact record via the logged email, but this data isn't really available outside of the timeline. Sequences really only supports personalization tokens, which are essentially just property values that will auto populate, the same thing as a merge tag. So if you had a url within the contact property for the quote you could reference this as Kristen mentioned, but outside of that I don't believe there's any out of the box way to achieve this! 

[Billseng]

Yeah, that won't work, as we're talking about unique quotes for each relevant contact. Linking to one file is simple, but when a sequence is intended to be used for multiple contacts, each with one or more quotes pdfs, I would need for this to be dynamically populated in each contact added to a sequence.