# Automate document organization and collection in HubSpot > CloudFiles generates secure datarooms for file collection, storing everything in a connected cloud folder. ## Automate document organization and collection in HubSpot CloudFiles generates secure datarooms for file collection, storing everything in a connected cloud folder. [Book Demo](https://meet.cloudfiles.io/hubspot?utm_content=hs-use-cases-centralized-document-collection-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 ## Centralized document collection, by the numbers Results reported by teams using CloudFiles to collect and organize documents in HubSpot. - **0** — Manual moves needed to route uploads to the correct storage folder - **4** — Collection workflows covered: selective portals, secure collection, client portals, and approval processes - **500+** — Teams using CloudFiles to automate document workflows ## Why CloudFiles for document collection CloudFiles keeps document collection organized without manual setup or chasing files. - **Workflows that work for you** — Files land in the correct HubSpot record instantly and trigger workflow actions automatically, with no manual logging. - **Folders that auto-organize** — Every deal, contact, or company gets its own ready-made folder structure, with no manual setup needed. - **Auto-branded sharing** — CloudFiles generates branded, permission-controlled links automatically, based on the HubSpot record they're attached to. - **Zero-touch file routing** — Every upload routes instantly to the correct folder in Google Drive, SharePoint, or OneDrive, with 0 manual moves. - **Insights that drive action** — CloudFiles shows who opened a document, time spent per page, and downloads, and can trigger HubSpot workflows based on that activity. - **Always organized and compliant** — File handling stays HIPAA, SOC 2, and GDPR compliant across every deal, with audit logs and access controls built in. ## Document sharing built for HubSpot Secure links, real-time tracking, and record syncing for every document collection workflow. ### Selective file collection portals Selective file collection portals CloudFiles creates a file collection portal inside HubSpot that collects only the documents needed. - Generates a parent folder and dataroom for each deal automatically - Creates subfolders and file-request blocks dynamically based on selected document types - Attaches the dataroom link to the HubSpot record for sharing and tracking [Learn More](https://www.cloudfiles.io/hubspot/use-cases/centralized-document-collection/selective-file-collection-portal) ### Secure document collection Secure document collection CloudFiles collects sensitive documents in HubSpot securely and in a compliant way. - Creates a secure parent folder and dataroom in external storage for each deal - Attaches the folder and dataroom link directly to the HubSpot record for access - Requests and collects sensitive files through upload links, in a compliant way [Learn More](https://www.cloudfiles.io/hubspot/use-cases/centralized-document-collection/collect-sensitive-documents) ### Client document portal Client document portal CloudFiles creates a client document portal inside HubSpot. - Generates a secure dataroom and folder for each client automatically - Shares the portal link directly from the HubSpot record - Lets clients upload and access documents in one organized place [Learn More](https://www.cloudfiles.io/hubspot/use-cases/centralized-document-collection/client-document-portal) ### Doc approval process Doc approval process CloudFiles sets up a document approval process in HubSpot. - Creates a secure dataroom and folder linked to each record - Collects and tracks required documents with upload checklists - Approves or rejects submissions and triggers automated follow-ups [Learn More](https://www.cloudfiles.io/hubspot/use-cases/centralized-document-collection/document-approval-process) ## Used across industries CloudFiles' document management supports marketing and sales workflows across industries. - **Financial services** — Collect KYC and compliance documents via datarooms and track client engagement with custom, audit-ready dashboards. - **Technology & IT** — Manage project, onboarding, and client files by organizing them in external storage and linking them to deals and tickets. - **Manufacturing** — Structure supplier, QA, and compliance documents in cloud folders connected to vendor records or production tickets. ## 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) ## 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 centralized document collection FAQs **Q: Can I collect only specific document types from a client in HubSpot?** Yes. CloudFiles' selective file collection portal generates dynamic subfolders and file-request blocks based on the document types selected, attached to a dataroom link on the HubSpot record. **Q: Can sensitive documents be collected in a compliant way?** Yes. CloudFiles creates a secure parent folder and dataroom for each deal, and requests sensitive files through upload links while keeping the process compliant. **Q: Can clients upload and access their own documents through a portal?** Yes. CloudFiles generates a secure dataroom and folder for each client, with the portal link shared directly from the HubSpot record. **Q: Can document collection include an approval process?** Yes. CloudFiles supports upload checklists for required documents, plus approving or rejecting submissions with automated follow-up triggers. **Q: How many manual steps are needed to route a collected document to the right folder?** 0. Every upload routes instantly to the correct folder in Google Drive, SharePoint, or OneDrive. **Q: Are collected documents automatically linked to the correct HubSpot record?** Yes. Files land in the correct HubSpot record instantly and can trigger workflow actions automatically. **Q: Can I track engagement on documents collected through a dataroom?** Yes. CloudFiles shows who opened a document, time spent per page, and downloads, and this activity can trigger HubSpot workflows. **Q: Is centralized document collection in HubSpot compliant with data regulations?** Yes. File handling stays HIPAA, SOC 2, and GDPR compliant, with audit logs and access controls built in. **Q: How many document collection workflows does CloudFiles support in HubSpot?** 4: selective file collection portals, secure document collection, client document portals, and document approval processes. ## 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-use-cases-centralized-document-collection-footer)