REAL ESTATE · ACCESS AND SHARING
How to share closing documents with a Box shared link
Short answer: Build a deal-based HubSpot workflow that triggers when the deal stage is “Closed”. Use Get Pinned Box Folder and Add Box Folder Shared Link, save the Shared Link URL to a deal property for your closing email, then add a HubSpot delay step and Remove Box Folder Shared Link.
What it does
When a transaction closes, the workflow creates a shared link to the closing folder and saves it on the deal, so your closing email gives the client one link to their package. After the delay you choose, the workflow turns the link off.
What it does
When a transaction closes, the workflow creates a shared link to the closing folder and saves it on the deal, so your closing email gives the client one link to their package. After the delay you choose, the workflow turns the link off.
What it does
When a transaction closes, the workflow creates a shared link to the closing folder and saves it on the deal, so your closing email gives the client one link to their package. After the delay you choose, the workflow turns the link off.
Before you start
Plan: Growth plan and up.
Each deal has a pinned folder for the closing package, for example a “Transaction” or “Closing” type.
Create a deal property such as “Closing package link”.
Before you start
Plan: Growth plan and up.
Each deal has a pinned folder for the closing package, for example a “Transaction” or “Closing” type.
Create a deal property such as “Closing package link”.
Before you start
Plan: Growth plan and up.
Each deal has a pinned folder for the closing package, for example a “Transaction” or “Closing” type.
Create a deal property such as “Closing package link”.
Step 1: Create the workflow and trigger
In HubSpot, create a deal-based workflow.
Set the trigger to Deal stage is any of Closed.
Step 1: Create the workflow and trigger
In HubSpot, create a deal-based workflow.
Set the trigger to Deal stage is any of Closed.
Step 1: Create the workflow and trigger
In HubSpot, create a deal-based workflow.
Set the trigger to Deal stage is any of Closed.
Step 2: Find the closing folder
Add Get Pinned Box Folder with the deal’s Record ID, record type Deal and the pinned folder type that holds the closing package.
Step 2: Find the closing folder
Add Get Pinned Box Folder with the deal’s Record ID, record type Deal and the pinned folder type that holds the closing package.
Step 2: Find the closing folder
Add Get Pinned Box Folder with the deal’s Record ID, record type Deal and the pinned folder type that holds the closing package.
Step 3: Create the shared link
Add Add Box Folder Shared Link:
Box Folder ID: the Folder ID output from Step 2.
Allow Download: check it if clients should download the files.
Step 3: Create the shared link
Add Add Box Folder Shared Link:
Box Folder ID: the Folder ID output from Step 2.
Allow Download: check it if clients should download the files.
Step 3: Create the shared link
Add Add Box Folder Shared Link:
Box Folder ID: the Folder ID output from Step 2.
Allow Download: check it if clients should download the files.
Step 4: Send the link
Add HubSpot’s edit record action and set “Closing package link” to the Shared Link URL output.
Add a HubSpot email step to the client that includes the property.
Step 4: Send the link
Add HubSpot’s edit record action and set “Closing package link” to the Shared Link URL output.
Add a HubSpot email step to the client that includes the property.
Step 4: Send the link
Add HubSpot’s edit record action and set “Closing package link” to the Shared Link URL output.
Add a HubSpot email step to the client that includes the property.
Step 5: Turn the link off later
Add a HubSpot delay step, for example 30 days.
Add Remove Box Folder Shared Link with the same Box Folder ID.
Step 5: Turn the link off later
Add a HubSpot delay step, for example 30 days.
Add Remove Box Folder Shared Link with the same Box Folder ID.
Step 5: Turn the link off later
Add a HubSpot delay step, for example 30 days.
Add Remove Box Folder Shared Link with the same Box Folder ID.
Step 6: Test and turn it on
Move a test deal to “Closed” and open the link.
Shorten the delay for testing and check that the link stops working after Remove Box Folder Shared Link runs.
Turn the workflow on.
Step 6: Test and turn it on
Move a test deal to “Closed” and open the link.
Shorten the delay for testing and check that the link stops working after Remove Box Folder Shared Link runs.
Turn the workflow on.
Step 6: Test and turn it on
Move a test deal to “Closed” and open the link.
Shorten the delay for testing and check that the link stops working after Remove Box Folder Shared Link runs.
Turn the workflow on.
Tips
The shared link action has no expiry setting. Use a HubSpot delay step plus Remove Box Folder Shared Link to end access.
Need to share a single file instead? Use Add Box File Shared Link, which lets you choose Open or Collaborators access and optional download and edit permissions.
To give a client ongoing access instead of a link, use Add Collaborations with their email as an External Collaborator.
Tips
The shared link action has no expiry setting. Use a HubSpot delay step plus Remove Box Folder Shared Link to end access.
Need to share a single file instead? Use Add Box File Shared Link, which lets you choose Open or Collaborators access and optional download and edit permissions.
To give a client ongoing access instead of a link, use Add Collaborations with their email as an External Collaborator.
Tips
The shared link action has no expiry setting. Use a HubSpot delay step plus Remove Box Folder Shared Link to end access.
Need to share a single file instead? Use Add Box File Shared Link, which lets you choose Open or Collaborators access and optional download and edit permissions.
To give a client ongoing access instead of a link, use Add Collaborations with their email as an External Collaborator.
Can a Box shared link expire automatically from HubSpot?
Not with a setting on the action. Add a HubSpot delay step, then Remove Box Folder Shared Link to turn the link off.
Can a Box shared link expire automatically from HubSpot?
Not with a setting on the action. Add a HubSpot delay step, then Remove Box Folder Shared Link to turn the link off.
Can a Box shared link expire automatically from HubSpot?
Not with a setting on the action. Add a HubSpot delay step, then Remove Box Folder Shared Link to turn the link off.
Can clients download the files?
Yes, if you check Allow Download on Add Box Folder Shared Link.
Can clients download the files?
Yes, if you check Allow Download on Add Box Folder Shared Link.
Can clients download the files?
Yes, if you check Allow Download on Add Box Folder Shared Link.
Where do I find the link later?
It’s saved in the deal property you set from the Shared Link URL output. You can also retrieve it with Get Box Folder Shared Link.
Where do I find the link later?
It’s saved in the deal property you set from the Shared Link URL output. You can also retrieve it with Get Box Folder Shared Link.
Where do I find the link later?
It’s saved in the deal property you set from the Shared Link URL output. You can also retrieve it with Get Box Folder Shared Link.
Related guides and resources
Related guides and resources
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.
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.
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.
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center