Send Paige documents to HubSpot with Zapier

Step 1 — Point Paige at your SFTP server

1. 1

   In Paige, open Settings (the gear at the bottom of the left menu — administrators only), pick the scan job, and choose Export.

2. 2

   Click the FTP card. Enter the FTP Address, Port 22, Username, Password, and in FTP Folder Path a folder for this scan job, such as /paige/agreements.

3. 3

   Click Test Connection. What you should see: FTP connection successful! Connect — Connected to FTP Server! and a green Connected label.

4. 4

   Turn on Enable Auto Export. Under Auto Export Settings, pick the document type under Document Types, set Auto Field Entry Complete to Yes, and set Human Reviewed to Reviewed if a person should check the values first. Click Save.

Step 2 — Build the Zap

1. 1

   Trigger: SFTP by Zapier → New or Updated File (connection: Host, Username, Port Number 22, Password), folder = the scan job's folder.

2. 2

   Filter by Zapier: File Name (Text) Ends with .json.

3. 3

   Code by Zapier → Run Javascript, file mapped to the trigger's file:

   const doc = await (await fetch(inputData.file)).json();
   const out = { pdf_file: doc.metadata.pdf_file, document_type: doc.metadata.document_type };
   for (const [k, v] of Object.entries(doc.fields)) out[k] = v;
   out.summary = Object.entries(doc.fields).map(([k, v]) => `${k}: ${v}`).join("\n");
   return out;
   

4. 4

   HubSpot → Find Contact (or Find Company / Find Deal) using the identifying Paige field — an email address is the most reliable for contacts. Turn on create-if-not-found if new people should become contacts.

5. 5

   SFTP by Zapier → Download File, path = the folder plus pdf_file.

6. 6

   HubSpot → Upload File. Folder: a HubSpot Files folder for scanned documents; Filename: a name built from Paige fields (Agreement – Acme Office Supply.pdf); Access level: private; File: the download from step 5. The output includes the file's ID.

7. 7

   HubSpot → Create Engagement. Engagement Type: Note; associate it with the record from step 4; Note: the summary from step 3 (the document type and every field, one per line); attach the file ID from step 6.

8. 8

   Turn the Zap on.

Step 3 — Test it

1. 1

   Process one document through the scan job in Paige (review it if you required review) and wait for the export.

2. 2

   Check the Zap's run history: one run, every step green.

3. 3

   Open the record in HubSpot. What you should see: a note on the timeline with the document's details and the PDF attached; the file also in Files under the folder you chose.

When it doesn't work