Documentation

Supported HubSpot objects

PDF CreateMate seamlessly integrates with various HubSpot objects, enhancing your document management capabilities. Our tool now supports both Standard and Custom objects, providing greater flexibility for your business needs.

Standard Objects

By default, PDF CreateMate supports the following standard objects: Contact, Company, Deal, Ticket

Custom Objects

We’ve extended our support to include custom objects in PDF CreateMate. Custom objects allow you to create specialized categories beyond the standard ones, giving you more control over how your data is organized and utilized.

Enabling Object Support

New users: Support for both standard objects (Contact, Company, Deal, Ticket) and custom objects is enabled by default for all new users.
Existing users: If you’re an existing user, support for additional HubSpot objects, including custom objects, is not automatically enabled. To enable these features:

1. Go to Settings.
2. Click on Reconnect HubSpot.

Reconnect HubSpot

3. You'll be prompted to authorize PDF CreateMate with a new set of permissions.
4. Confirm the permissions, and you'll be all set to use both standard and custom objects.

For Standard objects (Contact, Company, Deal, Ticket), you can manually generate, regenerate, and access documents as described in the process for the Contact object. However, for custom objects, document management must be done through custom workflow actions. To learn how to set up custom workflow actions for custom objects, please refer to our guide here.

Connect HubSpot account

Begin by registering on the PDF CreateMate platform if you haven't already.

Try it for free

After registration, activate your account using the link sent to your registered email.
After activation, on the prompted screen, click the 'Connect HubSpot account' button.
If you're not already logged into your HubSpot account, a login prompt will appear. Enter your HubSpot credentials to proceed.
If you have multiple accounts, choose the specific HubSpot account you wish to connect with PDF CreateMate.
A list of permissions that PDF CreateMate requires will be displayed. Thoroughly review these permissions to ensure you understand what access you're granting.
Once you're comfortable with the permissions, click on the 'Connect app' button to finalize the connection.

After successful connection, you'll be automatically redirected back to the PDF CreateMate platform.
An onboarding tour will initiate to guide you through the features and functionalities of PDF CreateMate. It's recommended to take this tour to familiarize yourself with the platform.

Create personalized template

This step takes place outside PDF CreateMate. You can utilize tools like Microsoft Word, Google Docs, or OpenOffice to create and edit your document.

Start by either creating a new document file or opening an existing one. Remember, it must be a Word document.
Visit Properties to search and copy HubSpot contact properties by simply clicking on copy.

In your document, identify and replace static text with the copied HubSpot contact properties.

To add currency or other symbols in number formats, type the symbol manually either before or after the HubSpot property placeholder. For example: To display revenue with the € symbol, enter {{revenue}}€. If {{revenue}} is 100, the output will be shown as 100€.

After ensuring all necessary text replacements have been made, download or save your document in the .docx format.

Conditional blocks New

New

Conditional blocks support standard comparison operators to evaluate properties in your templates. You can use: ==, !=, >, <, >=, <=.

Use conditional blocks to render content only when a condition is met. Copy the snippet below and adapt the property names to your template See example.

Example:

If the value of has_consent will be "True", it will display: "You have accept the policy consent." Otherwise, it will display: "You have not accept the policy consent."

has_consent is the property (an internal name of the property)
True is the value you want to check.

    {% if has_consent == 'True' %}
        You have accept the policy consent.
    {% else %}
        You have not accept the policy consent.
    {% endif %}

Example:

If the value of closedate will be not equal to "29-12-2025", it will display: "Your deal is still active and open for updates." Otherwise, it will display: "Your deal has reached its closing stage and can no longer be updated."

closedate is the property (an internal name of the property)
29-12-2025 is the value you want to check.

    {% if closedate != '29-12-2025' %}
        Your deal is still active and open for updates.
    {% else %}
        Your deal has reached its closing stage and can no longer be updated.
    {% endif %}

Example:

If the value of followercount will be greater than "100", it will display: "You have unlocked new perks!" Otherwise, it will display: "Gain more followers to unlock perks."

followercount is the property (an internal name of the property)
100 is the value you want to check.

    {% if followercount > '100' %}
        You have unlocked new perks!
    {% else %}
        Gain more followers to unlock perks.
    {% endif %}

Example:

If the value of followercount will be less than "100", it will display: "Gain more followers to unlock perks." Otherwise, it will display: "You have unlocked new perks!"

followercount is the property (an internal name of the property)
100 is the value you want to check.

    {% if followercount < '100' %}
        Gain more followers to unlock perks.
    {% else %}
        You have unlocked new perks!
    {% endif %}

Example:

If the value of hs_analytics_revenue will be greater than equal to "1000", it will display: "Revenue goal achieved. Enjoy the rewards!" Otherwise, it will display: "Increase revenue to reach your next goal."

hs_analytics_revenue is the property (an internal name of the property)
1000 is the value you want to check.

    {% if hs_analytics_revenue >= 1000 %}
        Revenue goal achieved. Enjoy the rewards!
    {% else %}
        Increase revenue to reach your next goal.
    {% endif %}

Example:

If the value of hs_analytics_revenue will be less than equal to "1000", it will display: "Increase revenue to reach your goal." Otherwise, it will display: "Revenue goal achieved. Enjoy the rewards!"

hs_analytics_revenue is the property (an internal name of the property)
1000 is the value you want to check.

    {% if hs_analytics_revenue <= 1000 %}
        Increase revenue to reach your goal.
    {% else %}
        Revenue goal achieved. Enjoy the rewards!
    {% endif %}

Upload personalized template

Refer to the Create personalized template section to create and edit a personalized template.
Navigate to Import Template to start the upload process.
Click 'Browse files' and select your .docx document from your device.
Optionally, set default values for any dynamic properties you've incorporated into your document. Once done, click 'Save and continue.'

You can select the format from the dropdown menu to ensure the number displays properly in your generated document.

To add symbols for number formats, type them manually before or after the HubSpot property placeholder. For more details, see how to add symbols

Available number formats:

Percentage: Choose this format to display values as percentages.
German format: This format uses commas as the decimal separator and periods for thousands. e.g., 2.500,00 (For 2500.00).
English format: This format uses commas for thousands and periods for decimals. e.g., 2,500.00 (For 2500.00).
Spanish format: Similar to the German format, it uses periods for thousands and commas for decimals. e.g., 2.500,00 (For 2500.00).
Number format without decimal point: This format is used to display numbers without decimal points e.g., 25 (For 25.00).

Set max number of decimal places for property:

You can now configure how many decimal points to display for number type properties.

Choose a HubSpot contact property to store the generated document file. Ensure the property type is 'file'. If the suitable property isn't available, create a new file property for the contact in HubSpot. Subsequently, click 'sync properties' in PDF CreateMate, and then select the newly created property.
Assign a distinctive and meaningful title to your template for easy identification.

Customize output file name format:

Now you can create a dynamic file name based on your preferences. Simply copy the placeholders from the Properties page or use the default placeholders listed below.

Template title

{{templateTitle}}

Object name

{{objectName}}

Conversion date

{{conversionDate}}

Unique ID

{{uuid}}

Note: If any property does not have a value, it will appear as it is in the file name. For example, if {{objectName}} is empty, the placeholder will remain as {{objectName}} in the file name. The Unique ID will always be appended to the file name at the end.
Click on 'Save and configure HubSpot.'

PDF CreateMate will then proceed to set up HubSpot in line with the uploaded template.
If your HubSpot account supports workflows, PDF CreateMate will automatically generate a workflow. Note: You can later set up triggers and further configure this workflow directly in HubSpot.

Generate PDFs with Workflow Action

The PDF CreateMate workflow action allows you to automatically generate personalized PDFs based on data from your HubSpot records. Follow the steps below to set up and use this feature effectively:

Prerequisites:

Before getting started, ensure that:

You have an active HubSpot account configured with PDF CreateMate. Connect HubSpot account if not configured.
Your Word (.docx) templates have been uploaded and configured on PDF CreateMate for use in the workflow. Upload personalized template if not configured.

Steps to Set Up the Workflow Action:

Create a Workflow: In HubSpot, create a new workflow for the specific HubSpot standard object (e.g., contacts, companies, deals, tickets) and custom objects that you want to generate PDFs for.
Set the Trigger: Configure the desired trigger that will initiate the PDF generation process. This can be based on any event or condition in HubSpot, such as form submissions or deal stages.
Add the PDF CreateMate Action: Once the trigger is set, click on Add actions in the workflow editor and search for 'PDF CreateMate'.
Select 'Generate Personalized PDF': From the list of actions, choose Generate personalized PDF to add this to your workflow.

Choose a Template: Select the Word (.docx) template that you want to use for generating the PDF. The data from the HubSpot record will be automatically filled into the template.
Save the Workflow: After configuring the PDF action, hit Save to finalize the setup.
Test Before Publishing: It is important to test the workflow to ensure everything is functioning as expected before you publish it.

Generate PDFs with Workflow(deprecated)

This method is deprecated and no longer recommended. Please use a Workflow Action to generate PDFs, which offers better flexibility.

Navigate to the created workflow and start by clicking on 'Contact Enrollment Trigger.'
Choose the appropriate triggers based on your requirements.

Optionally, activate the re-enrollment toggle if you want the workflow to be re-triggered when the criteria are met again.

Once done configuring, ensure you save and turn on the workflow within HubSpot.
For testing purposes:
Open any contact on your HubSpot account.
Set the value of the trigger properties that you've selected during workflow configuration.

This action will activate the workflow, prompting PDF CreateMate to process and generate a document for the involved contact.
To view the generated document, open the contact and search for the file property you designated during the upload phase.

It's essential to configure and test the workflow meticulously to prevent unwanted mass document generation. Continuously monitor the workflow from within HubSpot to guarantee its proper operation.

Generate PDFs Manually

Navigate to your entire contact list or a specific filtered contact list.
Select the contact(s) for whom you wish to manually generate a document.
Click on the 'Edit' option.

In the search bar, input 'Generate PDF for Template' to locate the property.
Browse through the value options to search for and select the desired template.

Confirm by clicking 'Update.'
PDF CreateMate will then initiate the process to produce a document for the selected contact(s) based on the templates you've chosen.

To streamline this manual process, consider setting up a filtered contact list. This list can be based on specific criteria to easily identify the contacts for which you want to generate documents. Think of these filters as your manual trigger conditions.

Regenerate documents (PDF CreateMate)

Begin by navigating to your contact list for PDF CreateMate template.
Choose the contact(s) for whom you wish to regenerate a documents.
Click on the 'Retry/Regenerate documents' option.

Upon completion of these steps, PDF CreateMate will activate the process to regenerate a document for the selected contact(s) for the selected templates.

Regenerate documents (HubSpot)

Begin by navigating to your full contact list or a specific filtered contact list.
Choose the contact(s) for whom you wish to regenerate a documents.
Click on the 'Edit' option.

First clearing process:

Look up the property titled 'Generate PDF for Template' and remove the template from the value options.

reset-generate-pdf-for-template-property

Search for the property named 'PDF generated for Template' and similarly remove the template from its value options.

reset-pdf-generated-for-template-property

Confirm these changes by clicking 'Update'.

Regeneration process:

Once more, click on 'Edit'
Look up the property 'Generate PDF for Template'.
Browse through the value options to search for and select the desired template.

Confirm by clicking 'Update'.

Upon completion of these steps, PDF CreateMate will activate the process to regenerate a document for the selected contact(s) based on the templates you've picked.

PDF CreateMate employs the properties 'Generate PDF for Template' and 'PDF generated for Template' for the document generation process. By erasing and then repopulating these property values, document regeneration is triggered. Essentially, PDF CreateMate responds to changes in these properties to produce documents.

Create signable template

PDF CreateMate now lets users create signable templates, making it easy to add signatures to generated documents. This feature is especially useful for contracts, agreements, and other documents that require client signatures.

Making a Template Signable:

Create personalized template: Follow the steps in Create personalized template to create your template.
- To add a signer's signature, include the "Signature" property in your template. To display the signature date as well, add the "Signature Date" property.
  
  Signature
  
  {{pdf_createmate_signature}}
  
  Signature date
  
  {{pdf_createmate_signature_date}}
- To add the counterparty's signature, include the "Counterparty Signature" property in your template. To also display the signature date, add the "Counterparty Signature Date" property.
  
  Counterparty signature
  
  {{pdf_createmate_counterparty_signature}}
  
  Counterparty signature date
  
  {{pdf_createmate_counterparty_signature_date}}
Upload personalized template: Follow the steps in Uploading personalized template.
Enable signature option:
- When uploading, check the box labeled 'Make this template signable.'
- Set a property to store the signature URL, allowing guests who don't have the PDF CreateMate account to sign the document.
- (Optional) You can enable the Add counterparty signature feature, which allows two signatures on a single template.
Personalized Thank You Message: You can customize the thank-you message displayed after the document is signed.
Credits for signing: Each signable document deducts 3 credits from your account and adding a counterparty signature requires 4 credits.
When you generate a dynamic document, a signature-related task with the sign URL will be created in HubSpot.

The signing URL (generated for the "Sign Property" and "Counter Sign Property") can be used in automations, such as sending an email to users with a button to sign the document.

For guidance on setting up emails using HubSpot properties, refer to our HubSpot Property Emailing guide.

Sign documents

Begin by navigating to the Template Detail screen for your enrolled objects. Here, you will see a Sign and Sign (Counterparty) buttons for each template that requires a signature.
Click on any button to open the signature page.
In the signature box, write your signature. If needed, you can clear your signature using the Clear Signature button.
At the top-right corner of the screen, you'll find the Regenerate button. This feature offers two options:

Update redirects to the HubSpot object details screen.
Yes, Regenerate will display a preview of the updated document before finalizing it.

This feature is only available if you are logged into your PDF CreateMate account. Guest users will not have access to the Regenerate button or its functionalities.

Once you have signed in the box, click the Sign button to complete the signing process.

Accessing documents

Start by opening any contact's profile for whom the document generation has been triggered.
In the search bar, input the name of the file property you designated during the template upload phase.
Once located, click on the provided link to preview the generated document.

This document link can be embedded into marketing emails or used for various other promotional purposes.
For a comprehensive view of all the generated documents, navigate to 'Files' in the HubSpot menu. From there, you can download individual documents for any additional needs.

The ways in which you can utilize these personalized documents are boundless. We invite you to share your innovative uses and success stories with us. Stand a chance to be featured on our official landing page!

Send Email of Generated Document

Insert a button element into your email content.
In the Link URL input field of the button element, enter the following text:

{{ personalization_token('contact.certificate','') }}
- contact:Refers to your object type (e.g., Contact, Company, Deal, or Ticket) and can be customized based on your specific use case.
- certificate:Refers to the storage property where the generated document is stored. Replace it with the appropriate storage property for your needs.

By following these steps, you can efficiently send personalized emails with a link to the generated document. This allows you to send emails to multiple recipients, each receiving their respective documents.

Uninstalling

Please note that taking these actions will affect your data and access to the platform.

Uninstalling from HubSpot:
- Navigate to settings, then find connected apps.
- Search for PDF CreateMate in the list. Once located, click on the Uninstall option from Actions dropdown.
Important Note: After uninstalling, PDF CreateMate will lose access to your HubSpot account and its data. This means it will cease to function and won't communicate with HubSpot anymore.
Deleting PDF CreateMate account:
- Head over to PDF CreateMate and navigate to your profile.
- Look for the option delete account and click on it.
Important Note: By deleting your PDF CreateMate account, all your saved templates and any HubSpot data linked to PDF CreateMate will be permanently removed. Ensure that you have saved or backed up any crucial information before proceeding with this action.

Need support?

For further assistance or inquiries, please reach out to us through the provided channels or simply fill out our contact form.

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