Automate your CRM with file storage

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In this article, you'll find out how automate your CRM focusing on file management. If you've ever struggled to organize important documents such as contracts and invoices, you're not alone. Let's explore how the Zapier can help. With a few simple tips, you can create an automated system that makes it easier to integration between your cloud storage files and your CRM. Get ready to simplify your life and improve the efficiency of your work!

• CRM users have problems managing important files.

• Zapier helps you create automations to integrate files into CRMs.

• You can automatically upload documents to the CRM.

• Creating organized folders and naming files helps with management.

• Automation saves time and improves file organization.

Hack your CRM: Build an automated file storage system

Have you ever felt overwhelmed trying to manage important files in your CRM? Many CRM users face challenges when it comes to organizing documents such as contracts, invoices and quotes. The good news is that you can automate this process and make your life much easier. Let's explore how to build your own file storage system using Zapier.

What CRM users are really saying

Have you read comments on forums like Reddit about the difficulties people face with file management in their CRMs? Here are some examples:

• "Is there a way to connect my Google Drive to [CRM] so that when a deal is 'Won', all the files uploaded in the attachments section are automatically sent to a folder created with the same name as the deal title?"

• "We recently started using [CRM]. One problem we've encountered is that the file management isn't good. For example, we want to send our own quotes and add them as attachments because we can't use the [CRM] quote functionality. Does anyone have a solution for better file management in HubSpot?"

These comments reflect the common frustration of many users. You may be asking yourself: "How can I improve file management in my CRM?" The answer is simple: automation.

How to build your own file storage system with Zapier

Hack #1: Automatically send files to your CRM

You can configure Zapier to send files automatically to your CRM. Here are some ways to do this:

• Add Google Drive files to the relevant company in HubSpot

• Add new Dropbox files to the right lead in Salesforce

• Update deals in Pipedrive with new Google Drive files

Hack #2: Send CRM files to your storage system

You can also do the opposite: send files from your CRM to your storage system. Here's how:

• Send HubSpot form submission files to Dropbox with a public link

• Send HubSpot form submission files to Google Drive with a public link

Improve your productivity automatically

Zapier is a powerful tool that connects more than 7,000 applications. It allows you to automate your work and make your tools work together harmoniously. Here are some ways to use Zapier:

• Automation without code in more than 7,000 applications

• How Zapier can help you automate your work between teams

• See how Zapier can take your RevOps and GTM to the next level

Creating your first Zap with ease

Now, let's go step by step to create your file storage system:

• Create a dedicated folder on Google Drive or Dropbox. Give it a descriptive name, such as "file storage for CRM". This prevents Zap from being triggered every time a random file is added.

• Name your files so that your CRM can recognize them. Include identifiers such as the lead or company name. For example, naming a file [First Name]_[Last Name] helps Zap match the document to the right contact.

• Create a custom field in your CRM to store attachments. Name it "attachments" or "file storage".

• Set up a Zap. Each Zap starts with a trigger (such as "New File in Folder") and follows with one or more actions (what Zapier does next, such as adding files to a specific company in your CRM).

Zap configuration example

Step	Action
1	When a new file is added to a specific folder in Google Drive or Dropbox
2	Zapier searches your CRM for the corresponding lead or company
3	Zapier updates the CRM record with the file link

Capturing form submission files

Another solution is to capture files from form submissions in your CRM and automatically add them to your file storage. Here's how to do it:

• Choose the CRM form that your leads or team members will use to send files. If you haven't already, create a dedicated form in your CRM, including a field for uploading files.

• Create a dedicated folder in Google Drive or Dropbox to store the attachments.

• Set up a Zap to send these attachments to your storage. When a form is sent with a file, Zapier automatically extracts the file.

Zap configuration example

Step	Action
1	When a form is sent with a
2	Zapier extracts the file and converts it into a public URL
3	Zapier sends the new public URL to the dedicated folder in Google Drive or Dropbox

Now you can keep your files organized effortlessly. With these automations, you'll no longer have to hunt for files or drag them into folders.

Conclusion

Now that you discovered as automate your CRM and improve file managementIt's time to put what you've learned into practice. Automate not only saves timebut it also brings organization e efficiency to your work. When using ZapierYou can transform the way you handle important documents, making your working life much simpler.

Remember, the key for success lies in keep everything organized e easily accessible. Don't let clutter get in the way of your performance. With the tips and steps you've learned, you're more than ready to hack your CRM and create a automated file storage.

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Frequently asked questions

What is a CRM?

A CRM is a system that helps companies manage their interactions with customers. It organizes data, contacts and sales opportunities.

Why is file management important in a CRM?

File management is crucial because it ensures that important documents, such as contracts and invoices, are easily accessible and organized.

What common problems do users face with files in CRM?

Users face difficulties attaching, renaming and organizing documents. Often, files are lost or out of date.

What is Zapier?

Zapier is an automation tool that connects different applications. It helps you create automatic workflows without having to program.

How can Zapier help me with my CRM?

Zapier can automate the uploading and organization of files between storage services and CRM systems, saving time and reducing errors.

Which storage services can I use with Zapier?

You can use Google Drive, Dropbox and many other cloud storage services. They integrate well with Zapier.

What is an "automation hack"?

An automation hack is a clever way of using tools like Zapier to make repetitive tasks easier. It's an efficient solution.

How can I automatically attach files from Google Drive to my CRM?

Create a flow in Zapier that connects your Google Drive to your CRM. Set it up to add files automatically.

Can I send HubSpot forms to Dropbox?

Yes! With Zapier, you can set up a flow that automatically sends HubSpot form files to Dropbox.

What are the first steps to automating my files?

1. Create a dedicated folder on your storage service.

2. Name the files clearly.

3. Set up custom fields in the CRM to add links.

What happens if a file is renamed?

Make sure the file name is clear. If you rename it, your CRM will need to be updated manually to reflect the new nomenclature.

How does automation improve my productivity?

With automation, you spend less time organizing documents. This frees up time to focus on sales and customer service.

Do I need technical knowledge to use Zapier?

No! Zapier is easy to use and requires no programming skills. Just follow the simple instructions to set up your automations.