CONSTRUCTION · FOLDER AUTOMATION
How to build Box job folders from HubSpot deal stages
Short answer: Use a deal-based HubSpot workflow for each key stage. When estimating starts, Copy Folder (or Create Box Folder) builds the job folder and Pin Box Folder to Record pins it. When the deal is won or complete, Get Pinned Box Folder and Update / Move Box Folder move it from sales into operations, then into archive.
What it does
Each job gets the same Box folder structure the moment estimating starts. As the HubSpot deal moves through your stages, the job folder moves with it, from your sales area to operations and finally to the archive. Nobody has to create, rename or drag folders by hand.
Before you start
Plan: Growth plan and up.
Build a job template folder in Box (for example Estimate, Drawings, Photos, Closeout) and note its folder ID.
Note the folder IDs of your Sales, Operations and Archive parent folders.
Create a pinned folder type called “Job” in Box Connector.
Step 1: Create the job folder at estimating
Create a deal-based workflow triggered when Deal stage is any of Estimating.
Add Copy Folder with Folder ID to Copy set to your template, Destination Folder ID set to your Sales folder, and Optional New Name built from deal tokens such as job name and number.
Step 2: Pin the job folder
Add Pin Box Folder to Record with the deal’s Record ID, record type Deal, the ID of New Folder output as Box Folder ID, and pinned folder type Job.
Step 3: Move it to operations when won
Create a second workflow triggered when Deal stage is any of Won.
Add Get Pinned Box Folder with pinned folder type Job.
Add Update / Move Box Folder with the Folder ID output and Move to Folder ID set to your Operations folder.
Step 4: Archive it when complete
Create a third workflow triggered when Deal stage is any of Complete, with Get Pinned Box Folder and Update / Move Box Folder moving the folder to your Archive folder. Add Tags such as “complete” if you like.
Step 5: Test and turn it on
Move a test deal through Estimating, Won and Complete.
Check that the folder was created, pinned and moved each time.
Turn the workflows on.
Real results
ToolKit Services builds Box job folders from HubSpot deal stages and saves about 5 hours a week.
Frequently asked questions
Do I need one workflow per stage?
What if I don't use a template folder?
Which plan do I need?
Related guides and resources
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
