Automating contract creation from HubSpot using the “Automation is triggered” trigger in Automation Builder

This article explains the automation building process for HubSpot integration via Automation Builder’s trigger: "Automation is triggered."

Here is how you can build your automated workflow with HubSpot in Contractbook Automation Builder:

Configuring the “Automation is triggered” automation:

• Start by connecting to your HubSpot account from Automations - Integrations page. 
• Now, go to your Automations page and create a new automation.
• Remember to give an intuitive and easy-to-understand name to the automation. It is important for all your teammates who will use the new Contractbook widget in HubSpot to trigger the automated contract creation.
• Select the "Automation is triggered" automation trigger. You will also recognize it using the HubSpot logo.

• Select an object type.
  • You can choose among the following standard objects: 
    • Company
    • Deal

• You can use the data not only from the main object but also from the relationships of that object. If you need that related data, select which relationships you want to use.
• You configure the objects and relationships in the next step of the automation.

Mapping data between Contractbook and the selected HubSpot object

After configuring the “Automation is triggered” trigger, it is time to map data between Contractbook and the selected HubSpot object. 

• To map data between Contractbook and the selected HubSpot object, you should select the “create a draft” action under the automation action step.
• Start by choosing a template you want to use to configure everything needed for the automation contract details (the new draft name, parties, signees, data and metadata fields, tables, attachments, etc). 
  • If your chosen template includes dynamic tables, you will be able to utilize the new feature of filtering dynamic tables. Learn more by clicking here.
• You can fetch any HubSpot data by accessing the "Automation is triggered" trigger within the respective variables fields.

• Add as many automation actions as needed, such as the example in this guide, sending automated Slack messages upon the newly drafted proposal for sales.

Adding Quote attachments to the created contract

• To include a quote generated in HubSpot as an attachment to your contract, you have to go to the “Attachments” tab in the “Create draft” action, click on the “URL” bar, and add a variable “Files selected in the flow.” 
• Once you add the variable, you can specify which quote to add by selecting a specific file determined by its order position (“First,” “Second,” “Third”), choosing “All files,” or applying filters.

Can I add more actions to the final automation?

• Yes! You can add as many action steps as your organization’s workflow requires.
• Click here to learn about more actions in our Automation builder.

The “create a draft” action is necessary to fetch the mapped data from the corresponding HubSpot object.

Who should set the HubSpot flow with the "Automation is triggered" trigger?

• As opposed to other automated flows in Contractbook, there is no need to create this automated flow as a centralized for the team automation.
• Everyone in your organization can create and benefit from the automation with HubSpot created with the new trigger.
  • Despite the team's role of the user setting the automation, everyone from the same team can use the new "Create contracts in Contractbook" HubSpot widget.

Once the automation is set up, how does it work for HubSpot users?

• Click here to read more about the "Create contract" HubSpot usage for your team.

What happens if I disconnect Contractbook from HubSpot?

• You can Disconnect your Contractbook account from HubSpot from the Integrations page under the Automations menu in the main application.
  • If you have previously connected to a HubSpot account, you can click on "Disconnect."
• This action unpublishes all existing automations that you have with HubSpot in Contractbook Automation Builder.
• A little label on the in-app automation's status will define if it was unpublished from the disconnection or not.
• This will not remove your and your teammates' Contractbook widget in HubSpot or automations built in Contractbook Automation Builder.

If you still need additional information or assistance, reach out to us at any time by contacting our Support Team.