Automate Google Drive Folder Sharing with HubSpot CRM Using Pabbly Connect

Learn how to automate Google Drive folder sharing upon closing a deal in HubSpot CRM using Pabbly Connect. Step-by-step tutorial included. Implement the precise methodologies leading organizations use to automate repetitive tasks, illustrated with practical examples designed for immediate application.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Integration

To begin automating the sharing of Google Drive folders when closing a deal in HubSpot CRM, you first need to set up Pabbly Connect. This integration tool will allow you to connect your HubSpot CRM with Google Drive seamlessly. Start by signing up for a free account on the Pabbly Connect website and log in to access the dashboard.

Once logged in, click on the ‘Create Workflow’ button. You will be prompted to name your workflow. After naming it, you will be taken to the workflow page where you can set up the trigger and action modules. The trigger will be an event in HubSpot CRM, and the action will involve creating and sharing a folder in Google Drive.

2. Setting HubSpot CRM as the Trigger in Pabbly Connect

In this step, you will configure HubSpot CRM as the trigger for your automation in Pabbly Connect. Click on the trigger module and search for ‘HubSpot CRM’. Select the trigger event as ‘Deal Updated’ to initiate the automation when a deal is marked as closed.

• Select ‘Add New Connection’ to connect your HubSpot account.
• Log in to your HubSpot account and grant access to Pabbly Connect.
• Choose the account and click ‘Choose Account’ to finalize the connection.

After successfully connecting, specify which deal properties you want to fetch, such as deal name, deal stage, and deal owner. This data will be crucial for creating the Google Drive folder later in the workflow.

3. Creating a Google Drive Folder with Pabbly Connect

Now that you have set the trigger, the next step is to create a folder in Google Drive using Pabbly Connect. Add a new action step and search for ‘Google Drive’. Choose the action event as ‘Create a File or Folder’. This will allow you to create a new folder based on the deal information.

• Connect your Google Drive account by selecting ‘Add New Connection’.
• Choose your Google account and allow Pabbly Connect the necessary permissions.
• In the folder name field, map the deal name and append ‘_files’ to create a clear folder identifier.

Once you save and send the test request, a new folder will be created in your Google Drive with the specified name. This folder will serve as the location for all documents related to the deal.

4. Sharing the Google Drive Folder Automatically

After successfully creating the folder, the next step is to share it with the relevant contact using Pabbly Connect. Add another action step and search for ‘Google Drive’ again. This time, select the action event as ‘Share a File or Folder by ID’. This allows you to share the folder you just created.

Use the existing connection to Google Drive that you set up earlier. Map the folder ID you received from the previous step. Enter the email address of the contact you want to share the folder with and set their permissions.

Once the sharing is configured, send a test request to verify that the folder sharing is successful. The contact will receive an email notification about the shared folder, enabling them to access it immediately.

5. Notifying the Client via Email

The final step in your automation is to notify the client about the shared folder through email using Pabbly Connect. Add a new action step and select ‘Gmail’ as the application. Choose the action event as ‘Send Email’. This will allow you to send a notification email to the client.

Connect your Gmail account by selecting ‘Add New Connection’. Map the recipient’s email address from the previous steps. Compose your email, including the folder name and a brief message about uploading documents.

Send a test email to ensure that the notification is correctly set up. Now, every time a deal is closed in HubSpot, the client will automatically receive an email notification about the shared Google Drive folder, streamlining your workflow.

Conclusion

In this tutorial, we demonstrated how to automate the sharing of a Google Drive folder upon closing a deal in HubSpot CRM using Pabbly Connect. By following these steps, you can enhance your workflow efficiency and improve communication with clients. This integration not only saves time but ensures that your clients have immediate access to essential documents related to their deals.