How to integrate HubSpot with DocuSign to create a DocuSign envelope when a form is submitted in HubSpot

Step 1: Connect HubSpot and DocuSign with My Apps

Let's register My Apps to connect HubSpot and DocuSign to Yoom.
By registering My Apps first, you can proceed with automation settings smoothly.

1. Click on My Apps on the left side of the Yoom page screen and select "New Connection".
Enter "HubSpot" in the search box at the top right and select HubSpot from the search results.

2. On the displayed screen, click "Sign in to HubSpot Account".

On the next screen, enter your email address and click "Next".

On the next screen, enter your password and click "Log In".

3. Next, register DocuSign with My Apps.
Similar to the HubSpot registration, click on My Apps on the left side of the Yoom page screen and select "New Connection".
Enter "DocuSign" in the search box and select DocuSign from the search results.
On the next screen, enter your email address and click "Next".

On the next screen, enter your password and click "Log In".

On the following screen, enter the code and click "Verify".

If HubSpot and DocuSign are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

Open the following template page and click 'Try This Template'.

The template will be automatically copied to your workspace. Please click "OK" on the next screen.

Step 3: Set up the HubSpot trigger that initiates the flow and the subsequent DocuSign operation

1. Click "OK" on the previous screen and then click the app trigger "When a form is submitted" on the displayed screen.
※ This screen will appear when you click "【Copy】When a form is submitted to HubSpot, create a DocuSign envelope" in the Flowbot under "My Projects" on the left side of the Yoom page screen.

2. Enter the required fields on the displayed screen and click "Next".

On the displayed screen, configure the details. Please select the "Trigger Interval".
※ The trigger interval can be selected at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Please note that the shortest trigger interval varies depending on the plan.

3. For "Form ID", click the input field and select from the displayed options.
After completing the input, execute "Test" and if successful, click "Save".
※ The displayed output can be used in the next settings, as indicated by "This value can be used in other operations."

4. Click "Create and Send Envelope from Template" to integrate with the app.
Enter the required fields on the displayed screen and click "Next".

5. Configure the API connection settings.
For "Account ID", please enter it according to the instructions below the input field.

For "Template ID", click the input field and select from the displayed options.

Each item for "Recipient" can be selected from the displayed output by clicking the input field.
After completing the input, execute "Test" and if successful, click "Save".

Step 4: Turn on the trigger button and verify the operation of the integration flow

Click the "Turn on Trigger" button in the red frame on the screen below to automatically start the Flowbot.

The template used this time is as follows.

Other Automation Examples Using HubSpot and DocuSign

Yoom also offers templates using HubSpot and DocuSign, so here are a few examples.

1. Register Contacts in HubSpot from Signature Information in Emails Received in Gmail
This flow allows you to register contacts in HubSpot from signature information in emails received in Gmail. By reading the signature information from emails received in Gmail, you can register contacts in HubSpot, which is expected to improve the efficiency of manual transcription tasks.

2. Registering Events in Google Calendar Based on HubSpot Form Information
This is a flow for registering events in Google Calendar based on HubSpot form information. By automatically registering the information submitted through HubSpot forms into Google Calendar, it leads to more efficient schedule management. This prevents information from being overlooked and improves response speed. For example, when a form is submitted, the information is quickly reflected in the calendar, allowing the person in charge to prepare for a response immediately. As a result, customer satisfaction and trust are enhanced, leading to business growth.

3. Notify Google Chat when a contract is completed in DocuSign
This flow notifies Google Chat when a contract is completed in DocuSign. This flow is recommended for those who want to save effort to improve the productivity of the entire team. By automatically notifying Google Chat of the contract completion details, you can eliminate manual work and allocate time to other tasks. As a result, you can focus on core tasks, leading to increased productivity.

Benefits and Examples of Integrating HubSpot and DocuSign

Benefit 1: Speeding Up Contract Processes

Traditionally, exchanging contracts was done via email or postal mail, which could take several days to weeks for signatures and seals. However, by automatically creating a DocuSign envelope (electronic signature document) as soon as a form is submitted to HubSpot, contract procedures can be initiated immediately. In a remote work environment, online contract processing is essential, making the adoption of electronic contracts a necessity. This automation significantly reduces the time to finalize contracts and facilitates a smooth workflow. For example, when a sales representative inputs contract information into a HubSpot form after a negotiation, a contract is instantly created and sent via DocuSign, enabling a swift response.

Benefit 2: Reducing Human Error

Manually creating and sending contracts can lead to input errors and omissions. However, by automatically creating DocuSign envelopes based on HubSpot form information, manual errors are prevented, allowing for accurate contract processing. For instance, if critical information such as the client's name, company name, and contract amount is correctly entered into HubSpot, it is automatically reflected in DocuSign, reducing the risk of transcription errors and misdelivery. Additionally, since the management of sending status can be centralized on DocuSign, issues like "thinking it was sent but it wasn't" can be avoided, improving the accuracy of operations.

Benefit 3: Streamlining Contract Management

In contract operations, managing signed documents is crucial. With paper-based contracts, proper filing and searchability are challenges, but utilizing DocuSign allows for centralized management of contract data in the cloud. Especially when integrated with HubSpot, contract-related information is consistently managed, making it easier to grasp contract statuses. For example, when checking the history of a specific client on HubSpot, you can directly access DocuSign's contract data, allowing you to quickly understand past contract situations. This system reduces the burden of contract management and facilitates smooth audits and internal sharing.

Conclusion

This article introduced how to integrate HubSpot and DocuSign to create a DocuSign envelope when a form is submitted to HubSpot. This automation is expected to speed up contract processes, reduce human errors, and streamline contract management.
No special skills or knowledge are required to implement automation with Yoom. Simply follow the instructions, and the operation is easy.
For companies considering business efficiency and digitalization, please refer to this article and proceed with the integration settings.