Automating Responses to Client Portal File Uploads

The Client Portal File Uploaded workflow trigger automates your response when a contact submits a file through the Shared Documents section of your Client Portal. This feature eliminates the need for manual follow-up by allowing you to instantly acknowledge the upload, notify your team, create tasks, or advance a contact through a process like onboarding or approval.

How the Trigger Works

This trigger is activated the moment a contact successfully uploads one or more files via the Client Portal. The uploaded file is automatically attached to the contact's record within the CRM. Any workflow that uses this trigger will then run for that specific contact, allowing you to perform a sequence of automated actions.

Supported File Types

To ensure a successful upload, clients must use a supported file format. The Client Portal accepts the following document and image types:

• Documents: PDF (.pdf), Microsoft Word (.doc, .docx), Microsoft Excel (.xls, .xlsx), Microsoft PowerPoint (.ppt, .pptx), Plain Text (.txt), Rich Text Format (.rtf)
• Images: JPEG (.jpg, .jpeg), PNG (.png), GIF (.gif)

Video file formats like MP4, MOV, AVI, MKV, and WMV are not supported for uploads through the Client Portal.

Setting Up the Workflow Trigger

To create an automation that responds to file uploads, follow these steps:

1. Navigate to Automation and then Workflows.
2. Click Create Workflow to start a new automation, or edit an existing one.
3. At the start of the workflow, click Add New Trigger.
4. Search for and select the Client Portal File Uploaded trigger.
5. Configure any specific trigger settings or filters for your use case.
6. Click the plus (+) button below the trigger to add your first action.

Common Automation Actions

After a file is uploaded, you can automate a variety of follow-up tasks. Here are some common actions to consider:

• Send an automated email or SMS confirmation to the client.
• Notify an internal team member via an internal notification.
• Create a task for someone to review the uploaded document.
• Add a tag to the contact, such as "Documents Received".
• Update a custom field on the contact record to track the document's status.
• Move an associated opportunity to a new stage in its pipeline.
• Send data to an external system using a webhook.

You can build complex automations by adding multiple actions, conditional logic, and delays to suit your business process perfectly.