Individual contracts and paperwork

[AGranahan]

HI Ive just recenetly started with hubspot. We are in investment company and when we close a deal we will have maybe 20 + investors. We need to be able to securely send each documentation with their details ( standard template currently using a csv mail merge to pull in individual details) . Im looking at docusend but not sure about this function  -what do other peole use ?

[james-portant]

Hi @AGranahan, 

I know this thread is a bit old but I wanted to say hello in case I could help.

We have released an App on the HubSpot Marketplace that does something like this. It takes information from Deals and associated objects (like line items) and places them into a Google Doc or Slides file. You can check it out here:
https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/portant-1323181
You can have multiple different workflows that generate different types of quote documents and they can be created automatically from deal stage or manually from the Deal Card.
It also works with loads of other HubSpot data and has eSignatures built in. 
Please let me know if you have any questions.
Cheers,
James

[SiddharthGarg91 · Accepted solution]

Hi @kvlschaefer @AGranahan , Thanks for tagging me.

There are 2 aspects to this use-case. First is creating those documents using merge fields (perhaps using a document generation app) and second is sharing of files with the investors.

1 - Regarding the document generation, I am not very sure on the current offerings in the marketplace. At CloudFiles, we are planning to add this functionality in a month or so. Basically it would pull in data from your HubSpot record and populate a template doc (e.g. a template google doc or a word document in OneDrive or SharePoint) and then place it in some desired folder on that storage. Using this, the middle step of using a CSV for merging can be eliminated.

2 - Regarding the sharing, we have come across this use-case from a HubSpot customer before. Using the CloudFiles app, this can be done with workflow based automations. Basically you would need a public sharing link of each of the files with security settings (such as expiry or email auth) applied. So lets say your document generation app creates 20 files, one for each investor. You can then trigger a workflow which would take each of these files and attach it to the specific contact record. It would then create a link for the file and populate that link in one of the contact record properties. After this, you can simply trigger a sales sequence or makreting email which would pick that link and send it to the customer.

3 - Regarding the security, there are a bunch of settings available on the link we created above which can be applied by the workflow itself. This includes download control, expiry, password, email authetication etc... Thus, you can define your security policy and use the workflow to enforce it on shared links.

4 - There is another important aspect to sharing which becomes important if you need to send multiple files to the investor. Sending 5 links for 5 files is not a recommended practice. Rather you can create sharing links for a whole folder itself. Additionally, we also offer a feature called dataroom which can be used to share multiple files which may reside in different folders (kind of like DocSend Spaces).

Do let me know if this helps or if I misunderstood the use-case.

Thanks

[kvlschaefer]

Hi @AGranahan,

Thanks for reaching out to the Community! 

I wanted to share this related post regarding sending sensitive documents with integration tips from @karstenkoehler, @SSukys, @Shane_USG, @SiddharthGarg91, and @BrendanPfahlert. 

Do you all have any tips for @AGranahan?

Thank you! 

Best,

Kristen

[AGranahan]

Thank you - Ive been looking at pandadoc today and from what i can see its
the only one that can pull both deal and contact info into a document.
I was hoping that we would be able to work with one package rather than one
for deal room and one for documentation but its looking like we need both.
Docsend offers everything we need but its very expensive ... so any cheaper
alternatives that work well with hubspot would be gratefully received