HubSpot: Setup and Use Guide
Note: This integration is only available on our Business and Enterprise plans
In this guide, we'll show you how to setup our HubSpot integration & how to make personalised documents from Qwilr templates in seconds. These Qwilr Pages can be created from information in the contact, company, and deal sections of HubSpot.
To use HubSpot & Qwilr you (and your team) will need to have an account on both platforms. The email address you use for both accounts will need to match. You can update your email address in Qwilr at any time via the Account section of Settings.
Installing the Integration
Once both accounts have matching email addresses, head to the integrations tab in Qwilr, select HubSpot and press the enable button. A popup should appear to verify the account with HubSpot and then the integration page will change to show that the integration has been successfully enabled.
Inside HubSpot, the Qwilr widget will appear as a box on the left hand side of any page within the Contact, Company or Account. You can drag and drop this box (via the dots in the top left of the box) to wherever you want it to be on the page.
Creating a Template in Qwilr
Before you can use the HubSpot integration
Once you have figured out the list of documents that you want to make as templates the process is very similar to building a normal Qwilr Page.
Step one - Create:
Create a Qwilr Page that you (& your team) love.
Step two - Token (AKA Variables):
You can see the available tokens for any given Contact, Company, or Deal via the ' Show Tokens' button under Actions button at the bottom of the Qwilr widget.
Replace the Tokens that you want with the correct variable in two sets of curly braces - such as the examples below. Make sure to use the correct Token & to test them the first time you use this integration.
Check the Show Tokens button in the app for a detailed list of tokens for each section of HubSpot (Contact is different to Company, which is different to Deal).
Note: Qwilr supports custom tokens in HubSpot.
Step three - Tag:
If you are using HubSpot, you will now need to tag the project to have it appear in the right locations.
Important: All tags must be replicated EXACTLY as they are case sensitive.
1) Tag ALL HubSpot templates with: hubspot
B) Tag the templates with the location(s) that you wish them to appear - the options are: contact / company / deal. These must be done exactly - if you use 'DEAL' or 'contacts' the system will not link the tag to the correct area in HubSpot.
Step Four - Test:
Test the output to make sure that it is working as intended & fix any issues that you have. As always - you can reach out to the friendly Qwilr team to help you in any way needed.
Be sure to leave the Qwilr Page as a page. Do not convert it to a template in the edit screen as Templates are incompatible with the HubSpot integration.
Creating your first Qwilr in Hubspot
Once in the Contact, Company or Deal section of HubSpot go to the Qwilrs section >>> click Create Qwilr.
Select the template that you want.
Click Create Qwilr.
And you're done!
When you go back to the dashboard you will see your first Qwilr :)
- You will need to have created & tagged templates in Qwilr for any templates to appear in HubSpot. This is very easy to do. More information can be found below in the Creating Templates section.
- Under the 'Actions' Tab you will be able to see all of the tokens that are available for this particular contact, company or deal. Conversely, you can see which fields don't have any information, which you can rectify by adding that information to HubSpot.
And now you can share this with your client!
Once your client has viewed the document you will be notified and can see that the number of views has changed.
The status of your document will also change once it has been published and once it has been accepted- and you will also be notified by email (and by Slack if you have that integration turned on too).
Once you have created one or more qwilrs you'll see the following dashboard:
Edit (Top Link)
To edit your Qwilr click on the hyperlinked title at the top of the card (in the example above, this is the link saying ' HubSpot Demo').
This will open Qwilr for you and allow you to edit the page directly.
Qwilr has a WYSIWYG editor that allows you to edit the text directly. You can alter text by highlighting it and using the options available. To add new sections, images or tables click the small '+' symbols.
Preview let's you see the Qwilr page that you will send to your customer / client. If you are not using Accept / E-sign / Pay then you can also just use this URL in any communication you have with your client - however, if you are using any of Accept / E-sign / Pay then you will need to Publish the Qwilr (via the Share button).
Get Link (& Publish Link)
Click Get Link to get the sharable link for your document as shown below.
If you want your Qwilr to work with Accept, E-sign &/or Pay you will get a screen asking you to publish your document - click 'Let's Do It' to activate your Qwilr. It will now be live for your client to accept & you'll be taken to the main Share page to get the active link.
Share links also include Security options.You can find out more about our Security Options here.
This will allow you to export a PDF in either Portrait or Landscape. Alternatively, you could grab the URL that allows for the downloading of the PDF.
In the Qwilr App
Qwilrs that are created from a template in HubSpot are stored in the ' Children' section of that template. This can be found by going to the Template, clicking the down arrow on the right and then selecting Children.
From here they can be edited / adjusted / disabled / deleted as any normal Qwilr can be.
Qwilr can only find & replace text (letters and numbers) - we cannot replace images, videos, embedded content, URLs, etc. However, we can do this via the Foundry API. If you'd like to learn more about Foundry reach out to the team via firstname.lastname@example.org.
We cannot replace text, nor numbers, within the functional part of the Quote Block. You can change the Header or other explanatory text at the top, but you will have to edit the quote block normally.
This does not, however, apply to the Foundry API. If you are interested in more details please do get in touch.
Note: Because a Qwilr Page is a URL you can use it in email, SMS, various messenger apps, and any other way you can communicate with your customer.