REAL ESTATE · DOCUMENT COLLECTION
How to request buyer documents with a Box file request
Short answer: Build a deal-based HubSpot workflow that triggers when the deal stage is “Under Contract”. Use Get Pinned Box Folder to find the transaction folder and Create Box File Request with a “Buyer Documents” template. Save the File Request Link to a deal property and email it to the buyer.
What it does
When an offer is accepted, the workflow creates a Box file request on the transaction’s folder and saves the upload link on the deal. The buyer gets a secure link and uploads without a login. Files go straight into the transaction’s Box folder, and your team opens them from the HubSpot record.
Before you start
Plan: Growth plan and up.
Each transaction deal has a pinned “Transaction” folder. See How to create a Box transaction folder for each new listing.
Create a “Buyer Documents” File Request Template in Box Connector. The steps are in How to collect client documents with a Box file request.
Create a deal property such as “Buyer upload link”.
Step 1: Create the workflow and trigger
In HubSpot, create a deal-based workflow.
Set the trigger to Deal stage is any of Under Contract.
Step 2: Find the transaction folder
Add Get Pinned Box Folder with the deal’s Record ID, record type Deal and pinned folder type Transaction.
Step 3: Create the file request
Add Create Box File Request:
Box File Request Template: Buyer Documents.
Folder ID: the Folder ID output from Step 2.
Title (optional): for example the property address.
Expires at (optional): the date the request stops accepting uploads.
Is Email Required? (optional): check it to ask submitters for their email.
Step 4: Send the link to the buyer
Add HubSpot’s edit record action and set “Buyer upload link” to the File Request Link output.
Add a HubSpot email step to the buyer contact that includes the “Buyer upload link” property.
Step 5: Test and turn it on
Move a test deal to “Under Contract”.
Open the link, upload a sample file and check that it lands in the transaction folder.
Turn the workflow on.
Frequently asked questions
Do buyers need a Box account?
Can I stop accepting uploads after closing?
Where do the buyer's files go?
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.
