WEALTH MANAGEMENT · DOCUMENT COLLECTION
How to collect client documents with a Box file request from HubSpot
Short answer: Create a file request on a Box folder, save it as a File Request Template in Box Connector, then use the Create Box File Request workflow action to apply it to each client’s folder. Save the File Request Link output to a HubSpot property and send it in an email. Clients upload with no login, and files land in their Box folder.
What it does
When a record reaches a stage you choose, the workflow creates (or finds) the client’s Box folder, adds a file request to it from your template, and saves the upload link on the HubSpot record so you can email it. Clients upload without a Box account, and files go straight into their Box folder.
Before you start
Plan: Growth plan and up.
Box Connector is installed and the Box Files card is on your record layouts.
You’ve created a pinned folder type such as “Client”. See How to auto-create Box client folders from HubSpot deals.
To find file request IDs, you need access to the Box File Requests Dashboard, which requires Box Enterprise Admin Console access. Ask your Box admin if you don’t have it.
Step 1: Create a file request in Box
In Box, select a folder to hold the template file request.
In the Sharing pane, under File Request, click Create Link.
Click Edit, give it a clear title (for example “Onboarding Documents”), and add short instructions.
Save.
Step 2: Copy the file request ID
Open the Box File Requests Dashboard and click to edit your file request.
Copy the number at the end of the edit page URL, for example yourcompany.app.box.com/filerequest/12345.
Use the edit page. The regular file request view page doesn’t show the ID.
Step 3: Create a File Request Template in Box Connector
In Box Connector, go to File Request Templates and click Create Template.
Paste the file request ID. Box Connector checks it and pulls the details from Box.
Add a name and description, then save.
Step 4: Create the workflow and the client folder
In HubSpot, create a deal-based workflow with the trigger Deal stage is any of your chosen stage, for example “Prospect Qualified”.
If the client doesn’t have a folder yet, add Create Box Folder (household or client name as Folder Name, your prospects folder as Parent Folder ID) and Pin Box Folder to Record with Pinned Folder Type Client.
If the folder already exists, add Get Pinned Box Folder with the deal’s Record ID, record type Deal and pinned folder type Client.
Step 5: Add Create Box File Request
Add Create Box File Request:
Box File Request Template: your template.
Folder ID: the folder_id from Create Box Folder, or the Folder ID output from Get Pinned Box Folder.
Title and Description (optional): personalize with HubSpot tokens.
Expires at (optional): the date the request stops accepting uploads.
Is Description Required? / Is Email Required? (optional): ask submitters for a description or email.
Step 6: Save and send the upload link
Add HubSpot’s edit record action and set a deal property such as “Upload link” to the File Request Link output.
Add a HubSpot email step that includes the “Upload link” property.
Test on a sample deal, then turn the workflow on.
Step 7: Move the folder when the household becomes a client
Create a second workflow triggered when the deal stage is “Closed Won”. Add Get Pinned Box Folder, then Update / Move Box Folder with Move to Folder ID set to your active clients folder and a New Folder Name in your household format.
Real results
Root Financial creates a household folder and a branded upload link from HubSpot stages, then moves the folder into the active client structure and pins it when the household becomes a client. It eliminated 40 hours a week of repetitive work, a full role (1 FTE).
Frequently asked questions
Do clients need a Box account to upload?
Can the upload link expire?
Which plan do I need for file requests in workflows?
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.
