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Welcome packet and document share automation

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Marketing Hub Professional.

Contact4 stepsUpdated for HubSpot seat pricing
OutcomeThe moment a contact becomes a customer, they automatically get an email with the welcome packet document attached and tracked, without anyone remembering to send it by hand.
Workflow mapcustomer-onboarding-032
Lifecycle stage = Customer leads to Welcome Packet Sent Date known?. Welcome Packet Sent Date known? leads to Yes: End, already sent; No: Send Welcome Packet email. Send Welcome Packet email leads to Set Welcome Packet Sent Date. Yes No Lifecycle stage = Customer Welcome Packet Sent Date known? End, already sent Send Welcome Packet email Set Welcome Packet Sent Date
Lifecycle stage = Customer leads to Welcome Packet Sent Date known?. Welcome Packet Sent Date known? leads to Yes: End, already sent; No: Send Welcome Packet email. Send Welcome Packet email leads to Set Welcome Packet Sent Date. Yes No Lifecycle stage = Customer Welcome Packet Sent Date known? End, already sent Send Welcome Packet email Set Welcome Packet Sent Date

When to use it, when not to

Use it

  • Use it when the welcome packet is a static or lightly templated document (a PDF guide, a getting-started one-pager) that does not need to change per deal.
  • Use it when you want open and click tracking on that first document share, the HubSpot Documents tool records views per recipient.
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Skip it

  • Do not use it if the packet needs deal-specific data assembled at send time (a custom quote of features purchased), that needs a merge step outside this workflow or a per-deal document generated manually first.
  • Do not use it for multi-language audiences without a branch, see customer-onboarding-033.
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The rest of this spec

Prerequisites · 3 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 4 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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FreeSales-to-CS handoff task on deal closed wonDeal6 steps Multi-language welcome sequence branch by contact languageContact8 steps Kickoff call scheduling email sent after deal closed wonDeal7 steps Onboarding checklist tasks created on deal closed wonDeal10 steps

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