LIFE SCIENCES · ACCESS AND SHARING
How to share a partner folder only after the CDA is signed
Short answer: Use two HubSpot workflows. When a partnership deal is created, Create Box Folder builds a partner folder with Pre-CDA and Post-CDA subfolders, and Create Box Metadata Instance tags it with the partner name and agreement status. When the deal stage is “CDA Executed”, Update Box Metadata Instance sets the status and Add Collaborations shares the Post-CDA folder with the partner.
What it does
Confidential files are shared with a partner only after the confidentiality agreement is executed. Until then, the Post-CDA folder stays internal. Agreement status is stored in Box metadata, so it’s visible and searchable in Box.
Before you start
Plan: Box metadata actions are Box Connector Enterprise. Without metadata, the folder and collaboration steps work on Growth and up.
Create a Box metadata template with fields such as partner name and agreement status.
Create a pinned folder type such as “Partner” in Box Connector.
Note the folder ID of the parent folder for partner folders.
Step 1: Create the partner folder
Create a deal-based workflow triggered when a deal is created with Deal type “Partnership”.
Add Create Box Folder with the partner name as Folder Name and your partners folder as Parent Folder ID. Add internal team members in Collaborators with a Role such as editor.
Add two more Create Box Folder actions for the “Pre-CDA” and “Post-CDA” subfolders, using the folder_id output as Parent Folder ID.
Add Pin Box Folder to Record with pinned folder type Partner.
Step 2: Tag the folder with metadata
Add Create Box Metadata Instance:
Type: folder.
Item ID: the partner folder’s folder_id.
Metadata Template Scope: Enterprise.
Enterprise Metadata Template: your partner template.
Metadata Field JSON: the partner name from the deal and a status such as “Pending”.
Step 3: Create the CDA Executed workflow
Create a second deal-based workflow triggered when the deal stage is “CDA Executed”.
Add Get Pinned Box Folder with pinned folder type Partner.
Step 4: Update the agreement status
Add Update Box Metadata Instance with Type folder, the partner folder’s ID as Item ID, your template, Update Type replace, the status field as Location of Applied Changes, and “Executed” as Value to Set.
Step 5: Share the Post-CDA folder
Add Add Collaborations:
File or Folder Select: Folder.
Item ID: the Post-CDA folder’s ID.
External Collaborators: the partner contacts’ emails, comma separated.
Role: viewer or previewer.
Step 6: Test and turn it on
Create a test partnership deal and check the folders and metadata in Box.
Move it to “CDA Executed” and check that the status changed and the partner contact was added to Post-CDA only.
Turn both workflows on.
Frequently asked questions
Can I do this without Box metadata?
What role should partners get?
Does the partner see the Pre-CDA folder?
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.
