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Capturing Recipient Filled Data in HubSpot
Capturing Recipient Filled Data in HubSpot

We've made it easier to let your recipients fill in data in a GetAccept document and have that data saved back where you need in HubSpot

Updated over a month ago

Introduction

GetAccept offers the ability for a recipient of a document to fill in data in added text field boxes that you add to a template. You may now capture this recipient-filled data, on signing, and process it back in HubSpot exactly the way you need. As a result it is now possible for recipients to update their own records in HubSpot under your supervision. This feature works with both scenarios:

  • Text fields on placed on a PDF template

  • Form fields inserted within an editor block

Setup

Pre-requisites: Ensure that you have our GetAccept HubSpot Chrome extension Version 1.61 or higher. You will also need to reconnect the integration (Steps here) from GetAccept by an admin.

This setup will guide you through how to configure a Data Sync profile so that your recipient filled data from the GetAccept document is populating the correct HubSpot fields upon document signing.

Building Data Sync profiles for how GetAccept filled fields map to HubSpot fields automatically

Create a new Data Sync profile in the GetAccept HubSpot Integration
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  1. Log in to the GetAccept HubSpot integration

    1. Select the drop down menu in the top right of the integration

    2. Select "Advanced Settings". Note this is only available to GetAccept Admin users
      ​

    3. Select the tab named "Data Sync"

    4. Click "Add Data Sync profile"
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  2. Configure Data Sync Profile

    1. Select the HubSpot main object as Contact, Company, or Deal

      1. This is where you will be sending your document from in HubSpot with GetAccept

      2. If you send contracts with GA from multiple places in HubSpot, create a separate profile for each main object
        ​

    2. Enter the field name (label) from your GetAccept template that will be filled with data that will be synced back to HubSpot
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    3. Select the HubSpot object where the HubSpot field to be updated is located
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    4. Select the HubSpot field from the dropdown that will be updated
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    5. Click "Add new sync field" and follow steps 2a through 2d if additional GetAccept input fields are to be synced to HubSpot

    6. Click Save
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  3. Test the data sync profile

    1. Send a GetAccept contract from a HubSpot contact, company, or deal that has a data sync profile configured

    2. Return to the Data Sync profile page

    3. Select the data sync profile configured in step 2

    4. Click test

    5. Enter the document id sent in step 3a

      1. When you open the send document as the recipient, the document id will be in the url as shown in the below example in bold (e.g. ttps://test.getaccept.com/v/xj5xtsv829x3/2e95dr2v8y2vek/a/aw851d736d9918e8b6421b7610883re7

    6. Validate that all fields have successfully been updated in HubSpot
      ​

Note: For steps 3b to 3f, you could also sign the contract yourself after making the send in 3a and validate manually in HubSpot if the fields were updated.

Limitations

  • Currently we cannot update HubSpot dropdown fields, we will aim to support that field type in 2025.

  • Currently not supporting HubSpot date fields, will be supported by Q1 2025.

  • Only GetAccept event that will trigger data sync is document signed

  • Manual trigger of a data sync is only possible from the data sync profile, will be added to the document analytics view in the integration in a future release

  • Data Sync does not work for Deal Rooms, we will aim to support that in 2025

Related Articles
Hubspot Workflow - Update Deal stage on Document Signed
Capturing Recipient Filled Data in Salesforce
How to Send a Document from HubSpot via GetAccept
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