Workflows (Legacy) Deprecated

This documentation is preserved for users with existing workflows using the legacy property-based trigger method.

How It Works

The legacy method uses two HubSpot properties to trigger document generation:

• generate_pdf_for_template — set to the template UUID(s) to request generation.
• pdf_generated_for_template — populated after generation to prevent duplicates.

When generate_pdf_for_template changes, PDF CreateMate receives a HubSpot webhook and queues document generation for templates listed there that are not already present in pdf_generated_for_template.

Setup Steps

1. Add/ensure the generate_pdf_for_template property exists on the object (created by PDF CreateMate setup).
2. In HubSpot, build a workflow that sets generate_pdf_for_template to one or more template UUIDs (semicolon-separated).
3. Optional: Enable re-enrollment if you plan to regenerate when the property changes again.

Image description

The workflow trigger screen displays:
- The "Contact Enrollment Trigger" button at the top of the workflow
- Available trigger options (property changes, form submissions, etc.)
- Filter criteria configuration options
- "Apply filter" button to confirm selections

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

Image description

The re-enrollment section shows:
- A toggle switch to enable re-enrollment
- Options to select which trigger criteria should allow re-enrollment
- Explanatory text about how re-enrollment works

4. Once done configuring, ensure you save and turn on the workflow within HubSpot. Keep the PDF CreateMate HubSpot connection active; otherwise webhooks will be ignored.

Testing the Workflow

1. Open any contact on your HubSpot account.
2. Set generate_pdf_for_template on the target record to a template UUID (or multiple UUIDs separated by ;). Clear or update it to regenerate.

Image description

The contact record screen shows:
- The property field being edited
- A dropdown or input to select/enter the trigger value
- The "Save" button to apply changes

• This action will activate the workflow, prompting PDF CreateMate to process and generate a document for the involved record.
• After generation, pdf_generated_for_template is updated to include the template UUID. The document link is stored in the file property you configured for that template.

Image description

The contact record displays:
- The file property containing the generated document link
- A clickable URL to access the document
- The timestamp of when the document was generated

Migration to Workflow Actions

We recommend migrating to Workflow Actions for:

• Better reliability and error handling
• Easier setup and configuration
• Native HubSpot integration
• Ongoing support and updates