Legacy: autofill Dropbox Sign templates with a HubSpot CRM contact’s info

• Organise contact properties in your HubSpot CRM
• Format Dropbox Sign templates using HubSpot CRM‘internal name’ tags
• Request a signature in your HubSpot CRM account
• Customising Dropbox Sign labels in your HubSpot CRM

Organising contact properties in the HubSpot CRM

The HubSpot and Dropbox Sign integration allows you to automatically route a HubSpot contact’s information to pre-formatted Dropbox Sign templates. This function is particularly useful for loading information into frequently used documents or contracts quickly and accurately.

But before you begin formatting Dropbox Sign templates for the HubSpot integration, you’ll want to organise your desired contact properties. These properties store the information you will be routing to your Dropbox Sign templates. The overview of your contact’s properties is located in the ‘About the contact’ section in your HubSpot CRM.

There are roughly 50 default contact info fields, or ‘properties’, included with your HubSpot CRM. You can add and delete these properties by selecting the ‘View all properties’ link at the footer of the ‘About the contact’ section.

Once you’ve selected the link, you will be redirected to another page. Use the search bar or the lists provided under ‘All properties’ to add new properties to the contact’s about section.

Commonly used properties include:

• Name
• Address
• Close date
• Company
• etc.

Once you’ve selected your properties, click the blue ‘Back’ button above the contact’s name.
You can now fill the new property fields with the correct information. 

Once you’ve filled in the appropriate info, it’s time to begin formatting your Dropbox Sign templates with the correct ‘internal name’ tags.

Formatting Dropbox Sign templates for use in your HubSpot CRM
To prepare your documents to autofill using the correct contact property info, you’ll need to format your templates using appropriate HubSpot ‘internal name’ tags. These ‘internal name’ tags act as flags to indicate which information will be automatically pulled from a HubSpot contact’s profile.

To start formatting your templates with the correct ‘internal name’ tags

1. Sign in to your Dropbox Sign account.
2. Click Templates.
3. Click Create template.
4. Click Upload file and choose the contract or document you’d like to format, or select one of our integration icons (Dropbox, Drive, etc.).
5. Click Open.
6. Click Next.
7. Fill in the appropriate signer role. You can also fill in the appropriate roles at this time if there are multiple signers.
8. Click Next.
9. Click ‘Textbox’ in the left sidebar and drag it onto the document.

Note: you’ll use this to format the document with HubSpot ‘internal name’ tags.

10. Click the textbox on your document. On the Assigned to drop-down menu, select Sender.
11. Next, click the Merge field section and add the HubSpot‘internal name’ tag that corresponds with the property label in your HubSpot CRM account. (Visit the end of the post for the full key.)
12. Click the blue Next button to save your formatting and close your document window. 
13. To finish, you can add a CC recipient role title, name your template and fill in the optional default message which will be sent to the recipient when you request the signature. 
14. Save your template by selecting the Save template button. 

Requesting a signature in your HubSpot CRM account using Dropbox Sign templates

Once the document is sent to the signer, your HubSpot CRM timeline will add the lifecycle event to your contact’s dashboard. 

Once the document has been signed, the activity will be logged and a copy of the completed document will automatically download as a PDF to the attachments section on a contact’s page.

Note: completed Dropbox Sign documents are no longer attaching directly to HubSpot due to an issue we identified last year with how documents were posting through HubSpot's CDN (content delivery network). You can still prepare templates and send signature requests via HubSpot.

What you should be seeing in a contact’s Activity at this time are signed document notifications such as:

‘Dropbox Sign CONTACT had Dropbox Sign event signed (Dropbox Sign document link here)’

The link will direct you back to HelloSign.com to access your documents within our site. 

Customising Dropbox Sign labels in your HubSpot CRM 

In addition to the default properties, Dropbox Sign allows you to create up to 30 custom labels. While you can change the identifying ‘label’ of the property, the ‘internal names’ tags must remain the same when formatting your templates: