Best method for pulling HubSpot & web form data into a Google Doc to generate a job report?

Hey there, the approach I would recommend for this is to build two automations:

Automation#1

When a deal reaches a certain stage, trigger a Zap that populates a custom property in the HubSpot deal which is called “Job Report URL”. The URL in this property should be to a form which contains a couple of hidden fields, such as: job_id, crm_id

form.com/form/abc123?job_id=250210&crm_id={hubspot_deal_id_goes_here}

The other fields on that form include: photos, text fields, file attachments, signature etc.

Have this seam automation schedule an email to send on the day of the job. This should be to yourself or whoever is doing the job. This email should contain a big juicy clickable link which came right out of the deal custom property, populated earlier. 

Automation#2

When the form is submitted, have it PDFd and then do all the wonderful things you need to do now that the form submission contains the hubspot deal ID, you can go right to the deal and populate more fields, such as a job report file. You can of course then have it email the same PDF attachment to the customer and even provide them with a link to ANOTHER form where they can give you a rating and comments (if they give you 9 or 10, then show them a link to your Google Business listing 😉)

Tool Recommendations:

• Forms - Jotform
• PDF from your form submission - built into jotform!

Happy automating, and holler if you want a hand! --Details removed by moderator--

Alistair | --Self promotional details removed by moderator--

Awesome, thanks for being so detailed with your response! Since HubSpot has a native form builder, is there anything in particular about Jotform that made you recommend it instead?

So sorry for the delayed response. Mentioned jotform as our default form builder. It’s possible to set the same thing up in HubSpot. The key feature you need is the ability to prefill those hidden fields via URL parameters which you dynamically insert into the urls.

Here’s HubSpot’s guidance on it: https://knowledge.hubspot.com/forms/can-i-auto-populate-form-fields-through-a-query-string

All the best!