In today's fast-paced business environment, data is a crucial component of decision making. One of the most powerful tools for harnessing data is HubSpot, a comprehensive marketing, sales, and service platform. But did you know that HubSpot data can also be used as a data source for Portant? This article will explore the various ways in which HubSpot data can be used to create customized documents, from sales proposals to customer invoices.
In this article you’ll learn how to:
If you don't already have a Portant account you can sign up for one for free here: app.portant.co/signup
After you have signed up, click the blue button in the top right hand corner: New Workflow.
The next step is to select HubSpot as the source for your workflow.
If this is the first time you have selected HubSpot as a Source, then you will be asked to install Portant's HubSpot App.
This will allow Portant to source data from HubSpot to customise your documents.
When you have successfully connected Portant to HubSpot your workflow will look like this:
The next step is to connect a document template. You can do this by clicking the Connect button in the right panel. Here you can select to connect a Google Doc, Slides or even email template to be customised and generated from HubSpot data.
When you have picked your document template, you can customise it by placing HubSpot tags from the Source table into the document. To insert a tag, click Copy and then insert your cursor where you'd like the tag to be placed and hit CTRL + V or CMD(⌘) + V
You can also customise the file name in the right panel and select if you'd like the document to be saved as a PDF.
Note: All PDFs in the Free tier have a Portant watermark in the footer. To remove the watermark, please upgrade to our Teams or Pro plans
When you open the Source page there is a Dropdown in the top Right corner where you can select the Primary Object your workflow will run from, here:
This also determines where you will be able to access your workflow. e.g. If you select Deals as your Primary Object then you will beable to access the workflow in your Deal CRM Cards. Please note, other fields connected to your Primary Object will be able to be included in your documents. e.g. If you choose Deal as you primary Object, you will be able to access the Company, Contact and Line item data connected to that deal.
HubSpot has hundreds of fields that you can include in your document workflow(not to mention your own Custom Properties). Portant has a way to manage which fields to include in your workflow on the source page. Click Manage HubSpot Fields here:
This will open a modal where you can select which HubSpot Fields will be included in your Source Table (and which you can insert in your documents)
After you have selected which fields you'd like to included you can click Save and they will be added to the source table.
After you have customised the template and are happy with the formatting, it's time to generate your first document.
To generate a document, navigate back to HubSpot and open a deal.
Open HubSpot > Open a Deal
Then Portant will appear in the right panel, here:
To generate a document. Click Actions and then click your workflow name
This will start the document generation process. It will take a few seconds to generate the document. Please refresh your page and you will see the document link appear in the side bar above the action button. The same document will also be saved in a new folder created in your google drive.
That's all there is to it, you've just set up a document workflow using a HubSpot as a data source.
Please follow these steps to disconnect HubSpot from Portant:
If you would then like to uninstall Portant from your HubSpot account please follow these steps
If you have any other questions about data and how Portant manages it please email email@example.com 😀
We created Portant in 2021 and the feedback we have received since then has been very helpful and greatly appreciated. If you have any feedback please feel free to send us an email at firstname.lastname@example.org or use our contact form here: https://www.portant.co/support
Blake and James
You can do a lot more than just mail merge with Portant. Portant is a fully-fledged online document automation solution that can optimise many different document flows. You can use our online document automation platform to optimise your repetitive work, so you can get back to doing the work you enjoy.Get started
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