This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Automatically іtore completed documents in HubSpot records for easy access and better management.
Use case: After customers have reviewed and signed a sales proposal, you need to automatically attach the completed document to the Deal record.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose Bot and search for the Export documents to HubSpot bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
In Destination, select and connect your HubSpot account.
You can also create and connect a new account by clicking Add new connection.
Select the base entity (for example, Deals) to which the documents will be attached. The exported documents will appear in the Attachments section of the HubSpot record's sidebar.
Note: Due to HubSpot API restrictions, exporting completed airSlate documents to HubSpot custom objects is not supported.
Selecting documents
In Documents, select the documents to attach to the HubSpot record.
Lookup
In Find record, set rules to locate the HubSpot source record:
Use the record that started the workflow: The system auto-defines the record ID.
Tip: This option can be used only if you start the process from the HubSpot record that you want to pre-fill from. For example, Deal is the base record, and the workflow starts from Deal as well. Ensure HubSpot smart link is configured to start airSlate workflows directly from HubSpot records.
Find a record based on criteria: Match document fields to record fields, like matching Deal name.
Tip: This option can be used for workflows started outside or from HubSpot with different starting records. For example, if Deal is the base record but the workflow starts from the Contact record.
Testing
In the Test section, check how the bot works by selecting Test. You will see a success message if everything is set up correctly. If there are issues, review the connection, mapping, or trigger configuration.
If you skip testing by selecting Skip testing, you may miss issues with the bot setup. Testing is recommended to ensure everything works as expected.
Enter the ID of the record to which the document should be exported, but only if the starting record matches the base record.
Tip: To find the HubSpot record ID, go to the specific record and copy the ID from the URL.
Enter the matching value (like Deal name) if you have set up a lookup for your workflow.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Without defined conditions, the bot will default to activating whenever recipients complete the documents or the previous element (for example, another bot) finishes its job.
Best practice: If you configured the lookup to locate the HubSpot starting record, set conditions to ensure the lookup field is not empty.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.