Autofill HelloSign Templates With a HubSpot CRM Contact’s Info

The HelloSign + HubSpot CRM integration allows users to autofill pre-formatted HelloSign templates with HubSpot contact information such as name, address, and close date*.

This guide will show you how to:

• Organize Contact Properties in Your HubSpot CRM
• Format HelloSign Templates Using HubSpot CRM “Internal Name” Tags
• Request a Signature In Your HubSpot CRM Account
• Create Custom Properties Using HelloSign Meta Tags

*Scroll to the bottom for the complete key of HubSpot properties.

Organizing Contact Properties in the HubSpot CRM

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

But before you begin formatting HelloSign templates for the HubSpot integration, you’ll want to organize your desired contact properties. These properties store the information you will be routing to your HelloSign templates. The overview of your contact’s properties are located in the “About [Contact’s Name]” 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 “Manage properties” link at the footer of the “About [Contact’s Name]” section.

Once you’ve selected the link, you will be redirected to another page. Use the search bar under “Available 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 “Save changes” button.
You can now fill the new property fields with the correct information. 

Once you complete filling in the appropriate info, it’s time to begin formatting your HelloSign Templates with the correct “internal name” tags.

Formatting HelloSign 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, login to your HelloSign account and navigate to your “Templates” menu on the left hand side of the screen.

Open the “Templates” menu and select the “Create template” option.

Upload the contract or document you’d like to format by clicking the “Upload Files” button or by selecting one of our integration icons (Dropbox, Drive, etc.). You can also fill out the appropriate roles at this time if there are multiple signers.

Once your document has uploaded, click “Prepare Docs for Signing.”

You’ll be using the HelloSign “Text Box” option to format the document with HubSpot “internal name” tags.

To start formatting, choose the “Text Box” tool and click the location where you’d like to insert an information field. Select the text box and on the “Assign to” drop down menu , select "Sender”:

Next, fill the “Merge Field” section with 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.)

Click the blue “Continue” button to save your formatting and close your document window. To finish, name your template and fill out the optional default message which will be sent to the recipient when you request your signature.. Save your template by selecting the “Create Template” button. 

Your newly formatted template will automatically show in the “Template” drop down menu in your HubSpot CRM.

You can now use HelloSign templates to request a contact’s signature through your HubSpot CRM.

Requesting a Signature in Your HubSpot CRM Account Using HelloSign Templates

HelloSign users with a Pro Plan and above can sync HelloSign templates to their HubSpot CRM. New and existing HelloSign templates will automatically sync from your HelloSign account to your HubSpot CRM. These templates can be accessed using the dropdown menu titled “HelloSign” on the lower left hand side of a contact’s page.

To request a signature using your HubSpot CRM account, navigate to the templates menu and select the desired template. Click “Request signature”.

You’ll be redirected to your HelloSign account where you can review the details and confirm the signature request.

In the new window, you’ll have to opportunity to check that all information pulled from your HubSpot contact profile is accurate and to correct any errors. Additionally, you can edit your customized signature request message at this time.

You can see in the example above that both the “firstname” and “address” were pulled from the HubSpot CRM contact info. These will also be inserted automatically into the preformatted fields in the template.

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 HelloSign 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–

"HelloSign CONTACT had HelloSign event

Signed (HelloSign Document Link here)"

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

Customizing HelloSign Labels in Your HubSpot CRM 

In addition to the default properties, HelloSign 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: