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 pull data from specified HubSpot records into your documents. Save time on repetitive tasks and ensure data consistency.
Use case: You need to send a sales proposal to the potential customer for review and approval. You can set up the bot to automatically populate the sales proposal with data from HubSpot. This reduces manual data entry time.
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Pre-fill fields from HubSpot bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Connection settings
In Source, select and connect your HubSpot account.
You can also create and connect a new account by clicking Add new connection.
Select a base object in HubSpot (for example, Deals) where the data for pre-filling will be sourced.
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, Contact is the base record, and the workflow starts from Contact 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 Company 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 Company record.
Mapping
In Data mapping, select Map fields. Drag and drop HubSpot fields onto document fields. Blue highlights show available fields. Mapped field names appear on the canvas.
To add new fields, select Edit document.
To cancel mapping, hover over the connected field name and select Unmap, or click the corresponding icon next to the mapped field in the document.
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 from which the document should be pre-filled, 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 Company 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 interact with documents or complete them.
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.