Move .pdf attachment From HubSpot form submission To Google Drive Folder

Hi ​@DCinDUB 

Add this Zap step: HubSpot - Get File Public URL

Description: Gets a publicly accessible URL for a file that was uploaded using a HubSpot form.

Hi Troy !
Thank you for your quick reply and help!
Okay I will try that step in few, I’m in meeting ;)

Thanks again,

Donald

Okay, thanks again….

So I added that step after the first Zap step.

It said it added a file to HubSpot?  Which I don’t understand why it would do that (second Zap step, and do you know where it would sent it by chance ? )

Then it said it uploaded a file to Google drive (last Zap step) but it still created a text file with the file name listed in the text file.

I have something misconfigured that I’m not seeing 🙃 …
 

Copied the URL from the first zap step

Somehow the other screenshots are missing in above so here they are:
 

Hi ​@DCinDUB,

Welcome to the Community.

You're experiencing issues with your Zap setup, and there may be some misconfigurations. The HubSpot step might be set to upload a file, potentially linking it to a contact, deal, or company—check the action type and recent activity in HubSpot to confirm. Meanwhile, the Google Drive step seems to create a text file, possibly without the intended content, suggesting incorrect field mapping. Carefully review each step to ensure data is used and mapped correctly.

If you continue to experience issues or need further assistance, you can contact Zapier support for more in-depth help.

Hi JammerS !
Thank you for the welcome and for reviewing my situation and advice!
I believe the 3rd Step for Google drive needs to create a pdf, I’ll starting looking at that configuration.
Currently we don’t have a Zapier support plan in place but will into that too.

Thanks!
Best Regards,
Donald

Hi ​@DCinDUB,

Welcome to the Community.

To create a PDF in Google Drive using Zapier, you can convert an existing Google Doc using the "Convert Document" action or rely on third-party services like PDFMonkey to generate PDFs from various data inputs. Ensure proper formatting and accessibility of the document, and verify that Google Drive permissions allow Zapier to create and store files. Additionally, reviewing Zapier's support plans may be helpful if you need deeper guidance or access to advanced features to optimize your workflow.

I hope this helps you resolve the issue. Let me know if there's anything else I can assist you with.

Thank you JammerS for your advice and help!

I should have used the word “Copy” in my post’s headline instead of “Move”. 

But overall my workflow is to copy pdfs/docx attachments from form submissions in HubSpot to a folder on Google Drive. 

So far it copies it over either as a text file with the pdf file name listed in the text file or it copies it over as a pdf but it cannot be read properly by pdf tools or Google docs (see attached screenshots).

Best Regards,
Donald

Can’t find “Convert Document” event …
 

Hi ​@DCinDUB,

We sincerely apologize. But to determine attachment transfer issues from HubSpot to Google Drive via Zapier, ensure your Zap captures attachments as files rather than text. Use the "Upload File" action in Google Drive, mapping the correct attachment field from HubSpot. If HubSpot provides a direct file URL, confirm its accessibility and consider using a webhook to retrieve the actual file content before uploading. Use a third-party tool or Google Drive's built-in conversion for supported formats for document conversions. Test the Zap thoroughly to ensure the attachments transfer correctly and remain readable.

If these steps don't resolve the issue, please let me know if you observe any specific error messages or behaviors, and I'll be happy to provide further assistance. You can also contact Zapier support for more detailed troubleshooting based on your specific setup.

Hi JammerS, Thank you again for your troubleshooting help!

How do I “ensure your Zap captures attachments as files rather than text.” ?

I have used “Upload File” in previous attempts and the file is uploaded to Google drive folder.

But the .pdf is unreadable, saying I don’t have “java script” enabled but I do have java script enabled.
Please see attached screenshots.
Thank you!
Best Regards,
Donald

 

I’ve also tried, “Convert to Document” = False as well and it downloads the pdf as an HTML file which is then not readable either by Google docs or a browser.
 

Hi ​@DCinDUB,

If you're experiencing issues handling attachments in your Zap, ensure the attachment field is correctly selected in the trigger app. If a PDF is unreadable after upload, verify it's processed as a binary file and not unintentionally converted. A JavaScript error might indicate that the PDF contains unsupported interactive elements. Try testing with different PDF viewers and manually checking the original file for corruption. If problems persist, consider alternative tools for PDF processing.

If you have any other questions or need further guidance, please ask. We're here to support you every step of the way.

Hi JammerS,

Okay great, thank you again for your time and help!

How would I ,“ verify it's processed as a binary file and not unintentionally converted. “  ?

Based on the files downloaded to the google folder it seems that it is being converted every time either into an HTML file or a Text file, no matter if I select “Convert” or “Not Convert”.

Even downloading it to my local laptop as a “docx” or “pdf” yields the same result.

 

Best Regards,

Donald

​@DCinDUB 

Did you try these Zaps steps?

1. Trigger: HubSpot - New Form Submissions
   1. Returns a variable with the file
2. Action: HubSpot - Get File Public URL
   1. Map the variable from Zap step 1
3. Action: GDrive - Upload File
   1. Map the variable from Zap step 2

Hi Troy!
Sorry for the delayed response, was a long wknd and took Tuesday off too.

Yes I have tried those (3) steps but the result is not a .pdf file/resume but ends up a text file or HTML file that is not able to opened by Google docs or a pdf viewer or MS word doc or a browser.

I just understand why the process cannot copy a pdf file from Hubspot to GDrive, it seems like such a trivial process.
 

Best Regards,
Donald

​@DCinDUB 

For us to have true context, post screenshots showing how your Zap steps are configured in the CONFIGURE tab so we can see the field types and field mappings.

The file url returned from HubSpot in Zap step 1 is temporary and expires after a short time.

You need to pull fresh examples from the HubSpot Zap trigger step to test your Zap action steps if you are trying to use that instead of using the file returned from the HubSpot Get File Public URL Zap step.

Thanks for the quick reply Troy! 

Okay, yes that is a good point about the temp nature of that URL and need for fresh data.

I have an upcoming mtg now and so tomorrow I will put together a set of screenshots for every step for Setup, Configure, and Test.

For now here’s some configure steps from that previous attempt last week.

Best Regards,
Donald

Hi Troy!
I sent a reply with (26) screenshots and zap community pop-up said it would be reviewed before publishing it here.  I don’t see here yet, so I may have wasted an hour putting that together.  I’ll repost the text of that reply below in case it’s lost and I’ve attached a zip file of the (26) screenshots (zap_test.zip).  Thanks!

-dc
----
 

Good Afternoon Troy,

Made some progress!!!

In this set of steps 1-3 →

the difference is that I selected the “ / “ at the Step 3 Upload File > File > Insert Data For File > and then mapped the “Public URL” from step 2 (Please see screenshot #19).

The end result is that a re-named actual pdf file (a resume) was put in the the specified google drive folder!!

(All screenshots below)

Now, I’ve not published this zap because as it is programmed it would start moving any .pdf to that folder.

How would I add a zap step that would grab specific resumes, be they .pdf or .docx?

By specific what I mean is that we have 4 different positions open but I’d like only the zap workflow to only grab the ones that are for the “Full-Time Entry-Level Software Developers” found in the Step 1 / Configure “Career Application Web Form - Webflow” (Screenshot #002).

Thank you for your input and help!

Best Regards,

Donald

​@DCinDUB 

Try adding a Filter or Paths.

Filter: https://zapier.com/apps/filter/integrations#help

Paths: https://zapier.com/apps/paths/integrations#help

NOTE: Zaps work while turned ON for new data going forward.

Hi Troy!
Excellent, thank you for the link about those topics.
I will review them and start a new post for questions and ideas, probably next week.

For this post, thank you very much for your time and help!
I would have been stuck if you had not mentioned the mapping part and “ / “ to accomplish it at the Step 3 upload file.  Without it, the zap was creating a file in google drive but it was a text file/html that had issues being opened and was not the pdf format we needed. 

Best Regards,
Donald

Hi ​@DCinDUB,
 
We just wanted to see how everything is going with your Zap. Did Troy's recommendation get the job done? Feel free to reach out if you need further assistance with your Zap. We're glad to address any concerns and assist you.
 
We're looking forward to your response.

Hi JammerS - thank you for checking in!  And yes Troy’s recommendation got the zap to work as expected.
I’ll be conferring with the team about expanding it beyond this proof of concept and hopefully have some more tasks to do!
Thanks again,
Donald

Hi ​@DCinDUB,

Thanks for the update — that’s great to hear! We’re glad Troy’s suggestion did the trick.

If you have any other questions, please don’t hesitate to reach out to the Community. We’re always happy to help! 🤗