How to capture leads on file views in HubSpot using CloudFiles?

Traditionally, HubSpot has made it possible to check who has viewed a certain document through the HubSpot Documents tool. The tool can enable soft ID validation by asking the viewer to enter their email ID. This information is logged and can be accessed later through the Document Analytics.


However, the modern marketer wants more. They want these leads to auto-create in HubSpot so that the sales team is automatically notified of the corresponding actions like following up on email. While this was not possible in HubSpot Documents, it is now possible with CloudFiles.

CloudFiles offers 2 types of document-based lead capture methods -


Capture with Soft-Gating: Using this feature, you can enable soft-gating on your documents, thus asking the viewer to enter an email ID before accessing the document. Based on this email, a contact can be automatically created / updated in your Contact list. This feature is recommended when attaching documents as CTAs in your website or when posting links on social media handles.


Capture with No-Gating: Through this feature, you can create personalized link for any email ID. When this personalized link is accessed, a soft-gating is suimulated without requiring the viewer to enter their email ID. This feature is recommended when sending personalized communication to a pre-defined list of prospects.


We provide step-by-step instructions for both of these features below.

Capture with Soft-Gating


  • Make sure CloudFiles is installed in your HubSpot Account. This must be done by the account administrator through the HubSpot Marketplace. CloudFiles HubSpot Integration is live here.
  • Create a dummy record. For the puprpose of this tutorial, we are going with a dummy company however this can be a deal or a contact as well
NOTE:
  • Open the record & locate the CloudFiles widget in the sidebar as shown below


  • Upload a file. This can be any of the supported formats such as docx, xls etc... You can also import from cloud storages
  • Open the Link Security settings and enable soft ID Validation as shown below. This will require the client to enter their Email ID when accessing the document. Refer to Secure file sharing article to know more about this feature.

  • Now share the link in the wild. Attach it in your emails, as CTAs on your website or send it to specific clients.
  • When your clients access the link, they will be asked for an email as shown below
  • CloudFiles will check the email entered and reference it with your contact list. If a contact with this email does not exist, a new contact will be created
  • CloudFiles will post a timeline activity on this record (this may take up to 5 minutes after the file has been viewed) notifying you that this client has viewed the file.

That's it, now you know how to capture leads using soft-gating on your files.

Capture with No-Gating


  • Make sure CloudFiles is installed in your HubSpot Account. This must be done by the account administrator through the HubSpot Marketplace. CloudFiles HubSpot Integration is live here.
  • Create a dummy record. For the purpose of this tutorial, we are going with a dummy company however this can be a deal or a contact as well
NOTE:
  • Open the record & locate the CloudFiles widget in the sidebar as shown below


  • Upload a file. This can be any of the supported formats such as docx, xls etc... You can also import from cloud storages
  • Get the link of the file form the Get Link Dialog as shown below
  • Append the email of the contact for whom you would like to personalize this link using the below format

?email=siddharth@cloudfilesapp.co

  • This way, you can create as many personalized copies of the link as you want.
  • Share the personalized links with your clients through email or your favorite medium
  • When your clients access the link, they will be straight away shown the file. CloudFiles will log the specific email ID in the URL parameter (as shown above) 
  • CloudFiles will check this email and reference it with your contact list. If a contact with this email does not exist, a new contact will be created
  • CloudFiles will post a timeline activity on this record (this may take up to 5 minutes after the file has been viewed) notifying you that this client has viewed the file.

That's it, now you know how to capture leads using no-gating on your files.