Automating contract creation from HubSpot using the Automation is triggered event
To build automations in integration with external applications that apply to all company contracts or utilize templates from shared template spaces, you must have user permissions to “Manage all contracts” enabled for your account, be the creator, or have shared “Manage templates” permissions in the specific source template space.
To understand how to automate contract creation directly from your CRM, this guide explains how to build your automated workflow with HubSpot using the "Contractbook Automation is triggered" trigger.
Configure the automation trigger
Before setting up the workflow, make sure you have successfully connected your HubSpot account from the Integrations page under the Automations menu.
Click on the Automations tab from the main menu on the left side of the screen.
Click the blue Create new button in the top right corner of the page to start building your flow.
Type an intuitive and easy-to-understand name for the workflow in the Automation name field. This is important because your company users will rely on this name when using the Contractbook widget in HubSpot to trigger the contract creation.
Select the Automation is triggered option from the trigger dropdown menu. You can easily recognize it by the HubSpot logo.
Select an object type from the available standard objects: Company or Deal.
Select which relationships you want to use if you need to fetch related data from standard objects linked to your main Deal or Company object.
Map data between Contractbook and HubSpot
After configuring the trigger, you need to understand how to map HubSpot data to your contract drafts so that all relevant details automatically populate.
Click the Add action button located below your saved trigger.
Select the Create a draft action from the automation action step list. This action is necessary to fetch the mapped data from the corresponding HubSpot object.
Select the specific template you want to use as the foundation for your contract details.
Configure the contract details within the action module, including the new draft name, parties, signees, data fields, and metadata fields.
Use the variables fields to fetch any HubSpot data gathered by the "Automation is triggered" step and map it to the corresponding fields in your contract draft.
Apply filters to dynamic tables if your chosen template includes them, allowing you to seamlessly sync HubSpot line items into tables in Contractbook drafts.
You can add as many automation actions as your organization’s workflow requires. For example, you can add an extra step to send automated Slack messages as soon as a new sales proposal is drafted.
Add quote attachments to the created contract
You can automatically pull generated quotes from HubSpot and attach them directly to your newly created Contractbook draft.
Click on the Attachments tab within your Create draft action module.
Click on the URL bar.
Select the Files selected in the flow variable from the dropdown list.
Choose to add "All files" or specify which quote to attach by selecting its exact order position ("First," "Second," "Third"), or apply filters to define the exact quote you need.
Who should set up the HubSpot flow
Unlike other centralized automated workflows, there is no need to restrict this flow to specific company administrators. Everyone in your organization can create and benefit from this integration.
To understand where did the old roles go, they have been replaced by a flexible set of company-wide admin permissions managed in the Company > Users hub. However, regardless of the specific admin permissions a company user holds, everyone from the same company can interact with the Create contract in Contractbook HubSpot widget as long as they have access to the HubSpot object.
Disconnect Contractbook from HubSpot
If you need to switch accounts or want to know what happens if I disconnect my integration, you can safely sever the connection without losing your generated contracts.
Click on the Automations tab from the main menu.
Click on Integrations from the left-hand sidebar.
Locate HubSpot under the CRM section and click on the Disconnect button.
This action will unpublish all existing automations that you have configured for HubSpot in the automation builder. A small label on the in-app automation's status will define if it was unpublished due to the disconnection. Disconnecting will not remove your Contractbook widget in HubSpot, nor will it delete the automations built in the Contractbook automation builder.
If you still need additional information or experience technical issues with your integration, please contact our Support team.
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