How to Automatically Create a Folder for Each Client in Microsoft SharePoint When a Client is Registered in HubSpot

In today's business environment, it is important to utilize various tools to centrally manage information and enhance operational efficiency.
Especially in sales and project management, there are many situations where data consistency and smooth collaboration are required.
This time, we will introduce an automation flow that automatically creates a folder for each client in Microsoft SharePoint when a client is registered in HubSpot.
For companies that manage clients in HubSpot and files in Microsoft SharePoint, integrating these tools can improve operational efficiency and prevent human errors.
We will also explain how to integrate without coding, so please use it as a reference.

Recommended for

Those who are utilizing both HubSpot and Microsoft SharePoint
Those who find managing clients in HubSpot and files in Microsoft SharePoint cumbersome
Those who want to streamline information management by integrating HubSpot and Microsoft SharePoint

Benefits and Examples of Integrating HubSpot and Microsoft SharePoint

1. Improved Operational Efficiency

Every time a client is registered in HubSpot, a folder is automatically generated in Microsoft SharePoint, saving effort.
This allows the person in charge to reduce the time spent manually creating folders and focus on their core tasks.
This is particularly beneficial when there is a need to manage many clients in a short period, leading to significant time savings.
Additionally, since the organization of information is consistent through automation, it is expected that necessary materials can be quickly found.

2. Smoother Information Sharing

By creating folders linked with client data from HubSpot and Microsoft SharePoint, materials, contracts, and progress information for each client are consolidated into unified folders, facilitating smooth information sharing between departments.
This reduces communication loss between different departments such as sales, customer support, and accounting, and is expected to improve the productivity of the entire team.

3. Prevention of Human Errors

With the automatic integration of HubSpot and Microsoft SharePoint, there is no need to manually create folders for each client, which is expected to reduce human errors.
When folders are created manually, errors such as incorrect folder names, misplacement, or duplicate folder creation are likely to occur, but automation allows folders to be created under consistent rules, potentially preventing these errors.
Moreover, it is expected to reduce the effort required for troubleshooting such as correcting information confusion or operational errors caused by errors.

From here, we will proceed with the setup using Yoom's template 【Automatically create a folder for each client in Microsoft SharePoint when a client is registered in HubSpot】 integration flow.

[About Yoom]

How to Automatically Create a Folder for Each Client in Microsoft SharePoint When a Client is Registered in HubSpot

The steps for this integration flow are broadly as follows:

Integrate HubSpot and Microsoft SharePoint with My Apps
Copy the template
Set up triggers and actions
Finally, activate and verify the trigger

Preparation

1) First, access the official Yoom website and create an account.
Yoom Account Issuance Page
If you already have an account, please log in.

2) HubSpot allows you to register My Apps by entering ID/Pass through Oauth authentication, but you need to add permission to connect the app in HubSpot.
Please refer to this for more details.
How to Register My Apps in HubSpot | Yoom Help Center

Step 1: Integrate HubSpot and Microsoft SharePoint with My Apps

1) After logging into your Yoom account, register the apps you will use next.
Click "My Apps" and select "New Connection."

2) A list of apps that can be connected with Yoom will be displayed. Search for the two apps you will use this time, "HubSpot" and "Microsoft SharePoint," one by one from the search box at the top.

Once you have selected HubSpot, configure it with the account you will use.

Similarly, select Microsoft SharePoint and log in with the account you will use.

For more details, please check here.
My App Registration Procedure and Precautions in Microsoft365 Services | Yoom Help Center

3) Once registration is complete, icons will be displayed in My Apps.
Check if the icons of the registered apps are displayed.

Step 2: Copy the Template

Click on this banner.

1) First, click on the "Try this template" icon.

2) The following confirmation screen will appear, please click "OK".

When this screen appears, the copy has been completed successfully.

After that, you can click on the title or details to edit them.
The "!" icon is displayed on the right side, click them in order to set the operations.
Additionally, the copied template is saved in "My Projects" and can be opened from there.

Step 3: Set the Trigger

Click on "App Trigger When a new company is created".

Step 4: Set the HubSpot Action

1) Select the action "When a new company is created" and click "Next".

2) Enter the required fields.
The trigger activation interval varies depending on the subscription plan.
Please refer to this for details on each plan.
List of feature restrictions and usage limits for each plan | Yoom Help Center (intercom.help)
Once the selection is complete, click "Test" and after a successful test, click "Save".

Step 5: Set the Microsoft SharePoint Action

1) Return to the flow and click on the "Integrate with app Create folder" icon.

2) Select the action "Create folder" and click "Next".

3) Enter the required fields.
You can use the HubSpot output information obtained earlier to enter.
Select from the options as needed, and once the entry is complete, click "Save".

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This completes the flow of 【Uploading application documents PDF to Microsoft SharePoint when the application is approved in HubSpot】.

Step 6: Test and Verify

Once the setup is complete, the following display will appear, click "Turn on Trigger".
Start the flow bot and verify that it operates correctly.

Here is the template used this time.

Other Automation Examples Using Microsoft SharePoint

There are many other examples of automation using Microsoft SharePoint on Yoom, so here are a few to introduce.

1. Create a folder in Microsoft SharePoint when a client is registered in Notion
This template allows you to automatically create a folder for each client in Microsoft SharePoint when a new client is registered in Notion.
This enables the sales department to manage folders based on the registration details when a new client is registered in Notion, reducing the effort required by the management department to organize files.
Additionally, since client information can be centrally managed on Microsoft SharePoint, information sharing between teams becomes smoother, leading to improved efficiency and transparency in operations.

2. Upload Business Card Images to Microsoft SharePoint When Registered in Sansan
This template allows you to automatically upload business card images to a client folder in Microsoft SharePoint when they are registered in Sansan.
By quickly saving the sales department's business card information in a shared folder, information sharing across the team becomes smoother, making it easier to search and utilize.
Additionally, it eliminates the need for manual file management, which can improve operational efficiency and prevent human errors.

3. When the form is answered, download the document template from Microsoft SharePoint and notify Slack
This template automatically downloads an employment contract template from Microsoft SharePoint when a response is received from the recruitment form and notifies the HR group on Slack.
This mechanism automates document creation from forms received by the HR department, streamlining the process and potentially improving response speed.
Additionally, Slack notifications allow all stakeholders to track progress, preventing errors and delays, and enhancing the overall productivity of recruitment operations.

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Summary

In this blog, we explained how to automatically create a folder for each company in Microsoft SharePoint when a company is registered in HubSpot.
By integrating HubSpot with Microsoft SharePoint, you can significantly streamline the processes of company management and file management.
Additionally, automation can reduce the workload and prevent human errors, leading to improved productivity across the entire company.
Furthermore, by utilizing the no-code tool Yoom, you can implement automation without needing specialized programming skills.
Please refer to the steps introduced in this article and consider incorporating them into your company's operations.