# Doc Share - Features - Automated Sharing

> Use CloudFiles workflow actions to trigger smart file sharing from HubSpot. Deliver secure links tied to deals, contacts, or tickets.

## Automate document sharing in HubSpot

CloudFiles triggers secure, branded links to send automatically at the right time, connecting to HubSpot workflows to deliver files and folders without manual steps.

[Book demo](https://meet.cloudfiles.io/hubspot?utm_content=hs-features-automated-sharing-hero) · [Get on HubSpot Marketplace](https://app.hubspot.com/ecosystem/45277447/marketplace/apps/cloudfiles)

*Trusted by leading teams worldwide*
Logos: Architecture Social, D & S Car Wash Supply, Lyka, HubSpot, We Are Here, Tenet Technologies, Taxolution Advisory, Neighbourhood, Trion Properties

## Automated sharing, by the numbers

Results reported by teams using CloudFiles to automate document sharing in HubSpot.

- **500+** — Teams using CloudFiles to automate document sharing
- **4/4** — Compliance certifications held: SOC 2, HIPAA, ISO 27001, GDPR

## Deliver documents automatically with CloudFiles

CloudFiles shares the right file at the right time directly from HubSpot; set it once in a workflow and every link stays personalized, secure, and CRM-connected.

### Workflow Actions

Workflow Actions

CloudFiles automates how documents are shared, secured, and organized, directly from workflows.

- Create a file collection portal automatically when a deal is created
- Generate secure, branded links for any file or folder
- Auto-apply permissions, download settings, and expiry rules
- Grant or revoke access without leaving HubSpot

[Learn More](https://help.cloudfiles.io/hubspot/workflow-actions)

### Events & Filters

Events & Filters

CloudFiles triggers workflows the moment someone uploads or accesses a document.

- Trigger workflows when a file is received or a link is created
- Segment contacts by file activity using smart filters
- Track who submitted documents and how many they've sent

[Learn More](https://help.cloudfiles.io/hubspot/all-cloudfiles-events)

### CloudFiles Properties

CloudFiles Properties

CloudFiles tracks file submissions at every deal stage to support automated follow-ups.

- See the latest file request a contact completed
- Track how many files each contact or deal has submitted
- Build workflows, lists, and reports using this data

[Learn More](https://help.cloudfiles.io/hubspot/all-cloudfiles-properties)

### Custom Object

Custom Object

CloudFiles logs every document view and download automatically inside HubSpot.

- See who viewed what, when, and for how long, on every shared file
- Log views, downloads, and engagement as timeline events in HubSpot
- Use this data to trigger workflows, personalize follow-ups, or score leads

[Learn More](https://help.cloudfiles.io/hubspot/track-file-view-analytics-with-cloudfiles-custom-object)

### API Access

API Access

CloudFiles supports custom document workflows and portals built on top of CloudFiles and HubSpot.

- Create and share folders, links, or datarooms programmatically
- Set permissions, update link settings, and track interactions via API
- Integrate external systems with HubSpot to automate file operations at scale

[Learn More](https://help.cloudfiles.io/api-reference)

## Used across industries

CloudFiles shares files and folders securely from HubSpot, so teams can move faster and stay aligned with clients.

- **Financial services** — Collect KYC and compliance documents via datarooms and track client engagement with custom, audit-ready dashboards.
- **Technology & IT** — Share security assessments and integration documents through a secure branded link, and monitor client readiness with custom dashboards.
- **Manufacturing** — Share revision-controlled blueprints and safety certifications via trackable links with download restrictions and domain-based access.

## Loved by Teams. Backed by Results.

But don’t just take it from us.

> "CloudFiles was live in our HubSpot workflows instantly. Easy to use, solved all file-sharing issues, and the personalized support made onboarding effortless. Highly recommend!" — **Lauren Goldman, Lyka**

> "Best HubSpot-SharePoint integration! CloudFiles automates file management seamlessly. Super responsive team, fast bug fixes, and smooth workflow automation. Tried others—this is by far the best!" — **Ron Rosenwasser, Taxolution Advisory LLC**

> "CloudFiles revolutionized our file sharing with partners and investors! Eliminated access issues, seamless integration with HubSpot, and powerful engagement analytics." — **Carolyn Treviño Jenkins, We Are Here**

> "Best document tool for HubSpot! Easy to use, great analytics, and password-protected sharing. CloudFiles simplifies document management and tracking effortlessly." — **Chris Moore, HubSpot**

> "CloudFiles delivers precise file tracking! HubSpot integration helps us capture views, and the insights we get are invaluable for understanding audience engagement." — **Ken Underhill, D&S Car Wash Supply**

> "CloudFiles is perfect for sales! Finally, a document control tool that works flawlessly in HubSpot. The ability to turn off downloads is a game-changer!" — **Trav White, Neighbourhood**

> "Essential for recruiters! CloudFiles transforms CV sharing in HubSpot with trackable links instead of attachments, making client interactions seamless and efficient. A game-changer for recruitment!" — **Stephen Drew, Architecture Social**

> "CloudFiles makes content gating seamless! Easy-to-use multiple URLs for tracking, deep HubSpot integration, and a super responsive support team make it a must-have tool!" — **Frank Bocchino, Trion properties**

> "CloudFiles is the best document tool for HubSpot! It’s intuitive, provides deep viewing analytics, and outperforms HubSpot's native file tools with precise tracking." — **John Wu, Tenet Technologies**

## Stay compliant & secure.

CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK, and AU. Your files stay in your own storage — CloudFiles never re-hosts them — and are not used to train our AI models.

Certifications: SOC 2 Type II, HIPAA, GDPR, ISO 27001

[Security overview](/security)

## Hands-free document sharing from your CRM

**Q: 1. Trigger file sharing at key moments**
CloudFiles sends documents when a deal moves stage, a ticket is created, or a contact hits a milestone.

**Q: 2. Generate smart sharing links instantly**
CloudFiles creates personalized, secure links in real time, with no duplicates or outdated versions.

**Q: 3. Deliver links through workflow emails**
CloudFiles adds links to HubSpot emails, properties, or notifications using native flow actions.

**Q: 4. Keep every link tied to CRM records**
CloudFiles keeps shared links connected to the associated contact, deal, or company record.

**Q: 5. Automate sharing for any use case**
CloudFiles supports automated sharing for proposals, onboarding kits, support assets, or content delivery, set up once per workflow.

## Built for every HubSpot team

One platform, tailored to how each team already works in HubSpot.

- **Sales** — Auto-create deal folders, generate on-brand proposals and contracts from deal data, and share them as trackable links with e-signature via DocuSign, all without leaving HubSpot. [Explore for sales](https://help.cloudfiles.io/hubspot/sales-and-service-users-quick-start)
- **Marketing** — Share collateral across web, social, ads, and email while collecting personalized analytics, even without gating content, then segment and score leads using HubSpot lists and workflows. [Explore for marketing](https://help.cloudfiles.io/hubspot/cms-and-marketing-users-quick-start)
- **Service** — Automate folder and file operations tied to service records, and securely collect documents from customers with file requests that transfer straight to your connected cloud storage. [Explore for service](https://help.cloudfiles.io/hubspot/sales-and-service-users-quick-start)

## HubSpot automated sharing FAQs

**Q: Can document sharing be triggered by a workflow event in HubSpot?**
Yes. CloudFiles can send documents automatically when a deal moves stage, a ticket is created, or a contact hits a milestone.

**Q: Are automated sharing links unique each time?**
Yes. CloudFiles generates personalized, secure links in real time, with no duplicates or outdated versions.

**Q: Can shared links be added to HubSpot emails automatically?**
Yes. CloudFiles adds links to HubSpot emails, properties, or notifications using native flow actions.

**Q: Do automated links stay connected to the CRM record?**
Yes. Every automatically shared link stays connected to its associated contact, deal, or company record.

**Q: Can I set permissions and expiry rules automatically when a link is created?**
Yes. CloudFiles workflow actions can auto-apply permissions, download settings, and expiry rules, and access can be granted or revoked without leaving HubSpot.

**Q: Can workflows be triggered by file uploads or link access?**
Yes. CloudFiles events and filters trigger workflows when a file is received or a link is created, and can segment contacts by file activity.

**Q: Does CloudFiles track file submissions per contact or deal?**
Yes. CloudFiles properties show the latest file request a contact completed and how many files each contact or deal has submitted.

**Q: Can automated sharing data trigger personalized follow-ups?**
Yes. Views, downloads, and engagement are logged as timeline events in HubSpot, which can trigger workflows, personalize follow-ups, or score leads.

**Q: Is there an API for building custom sharing workflows?**
Yes. The CloudFiles API supports creating and sharing folders, links, or datarooms programmatically, setting permissions, and integrating external systems with HubSpot.

## Book Your Personalized Demo

You are one Click Away from Smarter Docs. Join 500+ teams using CloudFiles to streamline workflows, cutting document chaos by 75% while saving hours every week.

[Book a Demo](https://meet.cloudfiles.io/hubspot?utm_content=hs-features-automated-sharing-footer)