How Using a Document Library Can Improve Your Sales Process

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August 18th, 2020.
How Using a Document Library Can Improve Your Sales Process

Sales content is serious business.

According to Seismic, when deciding between two options 90% of customers are more likely to buy from the company that provides the most relevant information. This same report found 95% of sales reps want access to content and collateral that can help them sell more.

In other words, buyers want the right information exactly when they need it, and sales reps want to provide it to them. So what’s the problem?

For many organizations, figuring out how to distribute sales content is a challenge. Sales reps have a lot on their plate, so having to hunt down information or search through messy tools can be a major barrier to connecting with prospects.

In fact, sales reps spend up to 15% of their time on administrative tasks including responding to emails and looking for resources and documents. That means during the average workweek, reps are spending more than an hour per day on admin when they could be actively selling.

When a rep is connecting with a prospect and needs to send pertinent information, they need to be able to share their content quickly and easily. This is why having a central document library is a must for effective sales teams.

With a streamlined document management system, you can keep your assets organized, accessible, and ready for collaboration — giving you and your team time back for selling.

Having a defined document management system makes it easier to share files with your colleagues and prospects, bringing you closer to the sale. By integrating your document management system with your CRM, you can draft, send, and store all of your assets in one place making it easier to stay organized throughout the sales process.

How to Create a Document Library in HubSpot

HubSpot users can easily create a library of documents and files that are easy to share with colleagues and contacts without leaving their CRM. This puts the content exactly where reps need it, when they need it throughout the sales process.

Let’s walk through how to create a document library with HubSpot’s Sales Document Management & Tracking Software.

Uploading a Document to HubSpot

To upload a document to your HubSpot CRM, go to Sales > Documents and select "Upload new document".

Uploading a document to HubSpot

You can upload a variety of document formats including Word, PowerPoint, and PDF documents. Any piece of collateral that aids the sales process, or is used to engage with customers and leads can be stored for safekeeping and easy sharing in the sales document management tool.

Managing Documents in HubSpot

Once you have uploaded documents to your library, you can create a naming and organizational system so your assets are easy to find. An easy way to do this is to create folders to minimize clutter.

To create a folder in your document library, go to Sales > Documents and click the button that says "New folder". From there, you’ll be prompted to name your new folder. Type the name that you would like to assign your folder and click "Create folder".

Creating a folder in a HubSpot document library

I recommend creating folders named after the document categories you work with most often. Some common document categories include:

  • Product Marketing Materials
  • Sales Scripts
  • Proposal Templates
  • Invoices
  • Sales Quotes
  • Agreement Templates
  • Contracts

When your folders are created and named, you can file your documents accordingly.

Share Documents from Your Library

Using HubSpot’s Sales Document Management & Tracking Software, you can easily share your documents with your contacts and colleagues.

Create a Shareable Link

One of the easiest ways to share a document from within HubSpot is to create a shareable link. Sending a link to a document is a quick, easy way to share information without clogging up the recipient’s inbox with a large file attachment.

To share a link to a HubSpot document, go to Sales > Documents within your CRM, and select the document you would like to send by checking the box next to its name. Hover over the line item and select Actions > Create shareable link.

Create a shareable link to a HubSpot document

Next, enter the email address of the recipient. For added security, you can customize your sharing options. Click the button that says "Create shareable link". From there, you can copy the link provided to share with your contact directly, or you can click the button that says "Email from CRM" to send an email with a link to the document.

Sending a link to a HubSpot document

Include Document In An Email Template

If you regularly use email templates within HubSpot CRM, you can also include commonly-used documents in your templates to save time.

To add a document to an email template go to Conversations > Templates within your HubSpot CRM then select "New Template" to create a new template or click the name of the existing template you would like to modify.

From within the template editor, click "Insert" on the bottom menu and select "Document". Use the drop-down menu under the Document field to select which document you would like to add to the template, and type what text you would like to display for the document link.

You can select "Require email to view document" to track who views the document. You also have the option to include a link preview.

Adding a HubSpot document to an email template

Integrate Document Management Software with HubSpot

You can also integrate your HubSpot CRM with another document software management system of your choosing to making sharing assets fast and easy.

The HubSpot ecosystem has a variety of software partners that offer direct integration with your CRM. You can connect tools such as GetAccept, SnapSign, Proposify, PandaDoc, and others to create and share documents from within HubSpot. Check out this post to learn how to integrate PandaDoc with HubSpot to build and share a variety of documents without leaving your CRM.

Simplifying your document management process can pay dividends when it comes to productivity and organization. Head to The Ultimate Guide to Sales Automation to learn more ways to streamline your sales process.