How to Integrate Digify & HubSpot via Zapier to Send Files Securely

This guide will show you how to integrate Digify and HubSpot using Zapier to automate secure file sharing and enhance your sales processes. When a new lead is created in HubSpot, the integration will automatically send a file securely via Digify. Once the lead views the file in Digify, the status will be updated in HubSpot. You can also leverage HubSpot’s workflow features to automate sales tasks, track engagement, and analyze file viewing behavior.

This setup is ideal for sales teams looking to:

Automate secure file sharing with prospects and leads.
Track file engagement in real-time to understand lead interest.
Enhance lead follow-up by triggering actions when files are viewed.
Improve sales workflows by syncing important sales document activities with your CRM.

Step 1: Set Up a Zapier Account (if not already done)

Go to Zapier and create a free account or log in to your existing account.
In the dashboard, click Create Zap to start creating the automation.

Step 2: Send File Securely to Newly Created Contacts in HubSpot

Trigger: New Contact in HubSpot

Choose Trigger App: In Zapier, search for HubSpot and select it.
Select Trigger Event: Choose New Contact as the trigger event. This means the Zap will start when a new contact is created in HubSpot.
Connect Your HubSpot Account: Log in to your HubSpot account and authorize Zapier access.
Customize Lead Data: Select the HubSpot fields you want to monitor (such as lead name, email address, or deal stage).

Action: Send File in Document Security

Choose Action App: Search for Digify and select it.
Select Action Event: Choose Send File in Document security as the action event.
Connect Your Digify Account: Log in to your Digify account and authorize Zapier access.
Customize File Sending Options:
- Choose the sales document or file you want to send (e.g., a pricing sheet, proposal, or demo video).
- Specify the recipient's email address by mapping the lead's email address from HubSpot.
- Configure the security settings for the file, such as setting it to only people I specify, adding print counts and/or adding watermarking as examples

Step 3: Sync Digify File Viewing Status to HubSpot

Trigger: New File view for sent files

Add a Second Trigger: In Zapier, add another trigger by selecting Digify as the trigger app.
Select Trigger Event: Choose New File view for sent Files as the trigger event. This will be triggered when a lead views the file.
Customize File Viewing Status: Map the appropriate file and contact data to ensure the correct contact is updated in HubSpot.

Action: Update Contact in HubSpot

Choose Action App: Select HubSpot again as the action app.
Select Action Event: Choose Update Contact as the action event.
Map Data: Map the file viewing information (such as file viewed status or timestamp) to the relevant contact fields in HubSpot. You can use this data to move the contact to a new deal stage or update their engagement score.

Step 4: Automate Sales Follow-Up and Analytics in HubSpot

Now that your lead status is updated when the file is viewed, you can set up automated actions and analytics in HubSpot to enhance your sales process. Here are some useful options:

HubSpot Workflow Automation: Use HubSpot’s workflow feature to automatically create follow-up tasks for your sales team when a lead views a file. For example:
- Task: Create a task to send a follow-up email or schedule a call after a lead views the proposal.
- Deal Stage: Automatically move the lead to the next stage in your sales pipeline (e.g., from "Interested" to "Engaged").
Analytical reporting: Use HubSpot’s reporting tools to track how many leads are engaging with the files sent via Digify.
- Track the percentage of leads who viewed files, which files generate the most engagement, and the time spent viewing each file.
- Create reports to help your sales team understand which content is resonating with leads and use this data to refine your sales pitch or content strategy.

Step 5: Test the Integration

Once all steps are set up, click Test to ensure the integration works as expected.
If successful, every new lead created in HubSpot will automatically receive a secure file via Digify, and HubSpot will be updated when the lead views the file.

Conclusion

By integrating Digify and HubSpot via Zapier, your sales team can automate secure file sharing, streamline follow-ups, and track file engagement with prospects and leads. This not only saves time but also provides valuable insights into lead behavior, allowing your team to prioritize the most engaged prospects, enhance communication, and close deals faster.

You can expand on this integration with more advanced workflows, such as automatically moving leads through the sales pipeline, creating tasks for your team, or generating custom reports on document engagement to drive strategic decision-making.