Automating your HubSpot workflows with Signable

So you're sending envelopes, you're viewing your Signable contacts - and you're doing this ALL within HubSpot? Pretty swish, eh? The flexibility doesn't stop there! Signable's integration with HubSpot is an open toolbox to allow you to make amendments to various HubSpot objects dependent on envelope activity!

At it's most basic - there are three envelope actions that can be used as workflow triggers for HubSpot objects, those are:

1. Envelope Sent - Whenever an envelope attached to a HubSpot contact, deal or company is dispatched.
2. Envelope Signed - Whenever an envelope attached to the above HubSpot objects are signed by any individual signer.
3. Envelope Signed & Complete - Whenever an envelope attached to a HubSpot object has been completed by all parties and has been completed outright.

Now, the scope for this is massive, outlining every possible function with this integration would start to read like War & Peace but let's take an example and see how you'd set it up.

Step 1

In this example, I want any HubSpot deal that has a Signable envelope attached to move to 'Closed Won' whenever the envelope in question has been completed by all parties.

From within HubSpot, navigate to the 'Automation' tab before selecting the 'Workflows' option as above. You'll find this tab on the panel on the left-hand side of HubSpot.

Next, you'll be taken to a page with all of your existing workflows, towards the top-right you'll see the 'Create Workflow' button, select this and then select the 'From Scratch' option.

Step 2

Now, this is where it starts getting wild. Here, we're choosing what type of object in HubSpot that we want to be amended by our Signable integration. In this case, we're selecting 'Deal' as we want signed envelopes to amend our Deals in some fashion.

But as you can see, there's a huge number of objects that you can make amendments to via the three Signable actions (sent, signed, completed) mentioned above.

For this example though, select 'Deal-based', then click 'Next' towards the top right.

Step 3

This page is where we create the workflow good and proper - in it's simplest form we need two elements, the trigger and the event!

By default, you'll see your trigger, currently set to manual - but we want this to be triggered by Signable so click the central trigger card and a panel will pop up on the left.

From here, select 'Add Trigger' and choose the 'When an Event Occurs' option - which will be the action on a Signable envelope.

You'll then be asked to set the criteria for the trigger - this is where we dictate that a Signable action will be the automatic trigger for the event. As to which you choose, it's up to you! Whatever action is most suitable for the event you're wanting, in this case, we're selecting 'Signable - Envelope Signing Complete'

Now, we've created our trigger! Just hit 'Save' and we'll move onto the event.

Step 4

Next step is to add our event (aka, what's changing in HubSpot.) Click the '+' icon and you'll be met with a side panel like so:

Here, you're selecting what you want to happen when a connected object's Signable envelope completes an action - you could send notifications to users, update companies or amend deals with just a few clicks!

In this case, we want a deal to be amended, therefore we'd select the CRM option as this is where we'd set events that create or update our HubSpot records and objects.

Clicking 'CRM' will present a large number of actions. Again, this is entirely dictated by what you want that trigger to do - does a sent envelope perhaps create a task for your agents to follow up on? Does it create an entirely new record? Whatever's most useful to you!

In our case, we want to edit a pre-existing record, so we select 'Edit Record'. Now, we set the record type (what you're changing) and the property that we're editing (how it's changing.)

The record types vary massively but will default to whatever object you set in Step 2 (in our case, that's the Deal that we want to amend.) The potential property changes are also vary, what do we want to change in this instance? The Deal's status. So we'd select 'Deal pipeline and stage'

The final touch is to dictate the value that we'd like the deal to move to when triggered, in our example - we're setting it to 'Closed Won'

Hit save, and voila! We've got our workflow set - Deals with associated Signable envelopes will be moved to Closed Won whenever they're completed!

Step 5

All that's left to do is hit 'Review and Publish' towards the top-right and review the final details of your workflow.

The Summary step will vary dependent on your workflow object, look through the various options - tweaking what's necessary regarding timing, enrolment and the details of the workflow such as title and description - once you're happy, click 'Turn on Workflow' at the bottom.

There we go! You've got an automated workflow set up in HubSpot, in my case - every deal that I send an envelope on will now be moved to closed once my signers complete their documents, less admin, less stress - more time spent doing what matters.