# Simplify document approvals in HubSpot with CloudFiles

> Automate document approvals in HubSpot by tracking, reviewing, and approving files securely.

## Automate document collection and approvals in HubSpot

CloudFiles sets up a secure approval workflow that creates client-specific folders, collects documents through a guided portal, and automates review and approval steps.

[Read technical guide](https://help.cloudfiles.io/hubspot/setting-up-a-document-approval-process-in-hubspot) · [Talk to a Document Expert](https://meet.cloudfiles.io/hubspot?utm_content=hs-document-approval-process-hero)

*Loved and trusted*
Logos: Architecture Social, D & S Car Wash Supply, Lyka, HubSpot, We Are Here, Tenet Technologies, Taxolution Advisory, Neighbourhood, Trion Properties

## Document approval process, by the numbers

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

- **80%** — Faster setup with automated parent and sub-folder hierarchies
- **10+ hrs** — Saved weekly by removing repetitive folder creation tasks
- **90%** — Fewer errors in folder creation and placement

## 3 steps to review and approve documents

Steps to automate document collection and approval.

- **Trigger the approval workflow** — Uses a checkbox property to launch a workflow that creates a secure dataroom and a linked storage folder for the contact.
- **Collect documents through a guided upload portal** — Adds file request blocks in the dataroom, and the link is shared with clients to upload required documents into the correct folders.
- **Track submissions and automate approvals** — Updates checklist properties as files come in, and triggers automated alerts or tasks for reviews, reuploads, or approvals.

## Results of the document approval process

Results reported by teams using automated document collection and approval workflows.

- **80% faster setup** — Creates parent and sub-folder hierarchies in external storage without manual steps.
- **10+ hours saved weekly** — Removes repetitive folder creation tasks.
- **Full file visibility** — Access files and folders directly from HubSpot records.
- **90% fewer errors** — Automated workflows apply consistent folder creation and placement.
- **Storage compatibility** — Works with Google Drive, SharePoint, and Dropbox.
- **Scales to any record volume** — Manages folder automation regardless of organization size.

## More use cases

Related automation for secure collection and client portals.

### Collect sensitive documents securely

Request, organize, and store sensitive files in external storage in a compliant way.

[Learn more](/hubspot/use-cases/centralized-document-collection/collect-sensitive-documents)

### Create a selective file collection portal

Collect and organize specific files in external storage based on user input through HubSpot workflows.

[Learn more](/hubspot/use-cases/centralized-document-collection/selective-file-collection-portal)

### Create a client document portal in HubSpot

Set up a self-updating HubSpot dataroom to collect, share, and organize client documents automatically.

[Learn more](/hubspot/use-cases/centralized-document-collection/client-document-portal)

## Used across industries

CloudFiles automates document workflows across industries.

- **Financial services** — Organize client and compliance documents into structured cloud folders, linked to HubSpot records for access and audits.
- **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.

## 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)

## CloudFiles can automate anything on HubSpot

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**

## 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 document approval process FAQs

**Q: How is a document approval workflow triggered in HubSpot?**
A checkbox property launches a workflow that creates a secure dataroom and a linked storage folder for the contact.

**Q: How do clients know which documents to upload for approval?**
File request blocks are added inside the dataroom, and the shared link directs clients to upload required documents into the correct folders.

**Q: Can document submissions be tracked automatically as they come in?**
Yes. Checklist properties update as files are submitted, tracking progress toward completion.

**Q: Can approvals or reuploads be triggered automatically based on submission status?**
Yes. Automated alerts or tasks can be triggered for reviews, reuploads, or approvals based on checklist status.

**Q: How long does self-setup take for a document approval process?**
Self-setup is documented to take about two minutes.

**Q: Which storage platforms support the document approval process in HubSpot?**
Google Drive, SharePoint, and Dropbox are supported for this automation in HubSpot.

**Q: Can sensitive documents go through this same approval process?**
Yes. A related setup requests, organizes, and stores sensitive files in external storage in a compliant way.

**Q: Is there a way to collect only specific document types before starting approval?**
Yes. A related setup creates a selective file collection portal that organizes files based on user input through HubSpot workflows.

**Q: Is there an ongoing portal option instead of a one-time approval request?**
Yes. A related setup creates a self-updating HubSpot dataroom for clients to collect, share, and organize documents on an ongoing basis.

## Meet a Document Expert !

Book Your Personalized Demo NOW ! 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-document-approval-process-footer)