Workflow Actions Recommended

The PDF CreateMate workflow action allows you to automatically generate personalized PDFs based on data from your HubSpot records. This is the recommended method for automating document generation.

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. Upload template if not configured.

Steps to Set Up the Workflow Action

1. Create a Workflow: In HubSpot, create a new workflow for the specific HubSpot standard object (e.g., contacts, companies, deals, tickets) or custom objects that you want to generate PDFs for.

2. 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.

3. Add the PDF CreateMate Action: Once the trigger is set, click on Add actions in the workflow editor and search for 'PDF CreateMate'.

4. Select 'Generate Personalized PDF': From the list of actions, choose Generate personalized PDF to add this to your workflow.

Image description

The HubSpot workflow action selector shows:
- A search field with "PDF CreateMate" entered
- The "Generate personalized PDF" action option highlighted
- The PDF CreateMate logo next to the action
- Category filters on the left sidebar

5. Choose a Template: Select a template. Only templates that are published, HubSpot-configured, and match the workflow’s object type appear in the list.

6. Save the Workflow: After configuring the PDF action, hit Save to finalize the setup.

7. Test Before Publishing: It is important to test the workflow to ensure everything is functioning as expected before you publish it. The HubSpot portal must remain connected/active for the action to run.

Avoid unexpected credit use

Every document a workflow generates uses credits, including documents generated while you test the workflow.

• Test in the template builder first. Test documents generated on the template's Test step are free. Use them to check the layout and data before you turn on a workflow.
• Keep re-enrollment off unless you need it. With re-enrollment on, HubSpot can enroll the same record again, and each enrollment generates and charges for a new document.
• Be careful when editing a live workflow. Depending on your enrollment settings, HubSpot may re-check every record that already matches the trigger and enroll them again. A single edit can generate documents for many older records.
• Test the live workflow with one record. Use a filter on a single test contact rather than a real list.

To see what each generated document cost, open the template's Documents tab and click the credits badge. See Credit Breakdown.

Common Triggers

Next Steps

• Regenerate Documents - Update existing documents
• Access Documents - Find generated PDFs