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.
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 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 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 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.
Frequently asked questions
Can a Box shared link expire automatically from HubSpot?
Can clients download the files?
Where do I find the link later?
Related guides and resources
Try this workflow in your HubSpot
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