---
title: "Admin Tools"
url: "https://docs.signnow.com/docs/hubspot-admin-tools"
type: "page"
section: "Integrations"
slug: "hubspot-admin-tools"
---
# Admin Tools
# Admin tools in SignNow for HubSpot
On the SignNow card of a HubSpot record, click **Go to Admin Tools** to customize SignNow settings and experience for your organization's users.
Select **Templates** to configure templates and document group templates (add fields, set up data binding, and manage recipients).
Select **Document Generation** to upload .docx templates with merge tags and generate documents pre-filled with HubSpot record data.
Select **Document Flows** to create a reusable configuration that defines invite settings, recipients, and email content for a document or document group.
Select **Custom Actions** to create reusable buttons in HubSpot for your most common signature requests.
Select **Document Storage** to define where completed documents will be saved.
## Templates
Admins can access existing templates and document group templates from the SignNow account.
Use available options to:
- Filter entities by type (All Types, Templates, Document Group Templates)
- Sort by ascending or descending order, name, or date updated
You can also copy the template ID and view existing roles.
Each template shows its location beneath its name, displayed as team or workspace name > folder name.
### Create a template
Click **Create New Template** and select the documents you want to add to the document group template. You can select multiple documents at a time.
> [!NOTE]
> SignNow supports .pdf, .doc, .docx, .odt, .rtf, .png, .jpg, .jpeg, .gif, .bmp, .xml, .xls, .xlsx, .ppt, .pptx, .ps, and .eps file types.
> [!TIP]
> You can upload .docx files containing text tags. When a recipient opens the document, the tags are automatically converted into fillable fields.
Once the new template or document group template is created, it will appear in **Templates**.
When you create a new template, it is saved to the Templates folder in your default workspace Team.
If the default workspace can't be identified:
- when you belong to a single workspace, it is saved to that workspace's Templates folder.
- when you belong to several workspaces and can't set a default (you are not an admin), it is saved to the Templates folder of the first workspace you can access.
### Add fillable fields
Improve the signing experience by customizing documents in the SignNow editor.
Click **Add Fillable Fields** to open the template or document group template in the editor.
If the template doesn’t have fillable fields, you can manage recipients at the first step.
Add the recipient's email address and define their allowed action:
- **Signer**: Fills out and signs the document
- **Approver**: Reviews and approves the document
- **Viewer**: Reviews the document
Also, add CC recipients and define the signing order.
Click **Save and Continue** to add fields.
You can add default and custom fields to documents, assign them to recipients, and manage recipients.
Select the field in the document and use the panel on the right to configure it's settings.
> [!TIP]
> Click the bulb icon in the top-right corner to open **Help with using the editing tools**.
Use **SETTINGS** to access and adjust additional editing options.
Click **Open Preview** to see how the document will appear to each recipient.
### Fill out a document
Use the tools on the top panel to add a text, checkmark, line, date, or pre-filled text field.
Or click **Me (Fill Out Now)** to add your information.
Once the configuration is over, click **DONE**.
### Pre-fill fillable fields
Admins can configure data mapping between HubSpot record fields and document fields.
Click **Pre-fill Fillable Fields** next to the template or document group template to start mapping fields in documents with HubSpot records.
- Select the HubSpot object to use for pre-filling.
- Select the documents from the group with fields to use for pre-filling. Click **Apply**.
- Click **Select Fields** to open the document's fillable fields available for mapping. Check the fields you want to pre-fill. Click **Apply**.
- Configure data mapping.
- Click the dropdown arrow near the HubSpot object to select an associated object. You can configure mapping with parent relations.
- In the **Select HubSpot Field** column, choose the field to populate the document field.
- Use the **Allow Editing** column to define whether recipients can edit the pre-filled data (enabled by default).
- Click the trash bin icon to delete field mapping.
> [!NOTE]
> You can configure data mapping to either pre-fill the document only or both pre-fill the document and update the connected HubSpot record. Click the arrow in the second column to adjust the mapping behavior. By default, mapping only pre-fills the document.
Click **Save** to save the field mapping.
## Document Generation
Document generation creates a document from a .docx template pre-filled with HubSpot record data. Upload your tagged templates here, then pair a template with a custom action to generate and send it for signature in one click.
For the full setup (preparing the template tags, uploading the template, and creating the custom action), see [Document generation](/docs/hubspot-document-generation).
## Document Flows
A document flow is a reusable configuration that defines invite settings, recipients, and email content for a document or document group. Once created, it can be applied when sending documents for signature, ensuring consistent settings across all invites.
### Create a document flow
Click **Create Document Flow**.
#### Add a document flow information
- Enter a name for the document flow and an optional document name.
- Define what settings the sender can configure when sending the document for signature.
- Click **Next to Customization** to proceed.
**Customize the invite email subject and body**
- Pre-fill the subject and body with HubSpot data using tags.
- Open the **Tags Builder**.
- Select a HubSpot object, then select a field within that object.
- Select the same object the document flow is sent from, so the invite email tags resolve against the record.
- Copy the generated tag and insert it into the subject or message.
#### Configure recipients
> [!IMPORTANT]
> This configuration will override settings stored in the selected template.
To use the original recipients from the template, leave this section blank, and proceed to the next step.
- To add a sender as a recipient, check the **Sender’s email** box.
- Use the toggle to define how recipients will sign the document: in order or at the same time.
- To pre-fill a recipient's email from HubSpot records, use tags.
- Click the **gear icon** to configure password protection, expiration days, reminders, and forwarding for the invite.
- Click **Add Recipient** to add additional signers.
Click **Save** to save the document flow configuration.
The document flow now appears in the list of flows, where you can edit or delete it. To use it, apply the flow when sending a document for signature.
Each flow has an ID, shown in the **ID** column. Click the ID to copy it — you might need it when building signing automation with HubSpot workflows.
---
## Custom Actions
Custom actions are reusable buttons in HubSpot for your most common signature requests. For example, you can create a **Send Agreement** button and add it to Contacts. Each time a user needs to send an agreement to a customer, they click the button directly from the Contacts record.
A single custom action can combine SignNow templates with files attached to the record and send them for signature in one document group, so recipients review and sign everything in one SignNow invite instead of several separate requests. A custom action can also let users sign files attached to the record themselves with **Self Sign**.
### Create a custom action
- Click **Create Custom Action**.
- Enter a name for the custom action and an optional description. Users see the name on the button.
- Under **Select Document Source**, select **Templates**, **File**, or both. When **Templates** is selected, choose who picks the templates.
| Option | Description |
| --- | --- |
| **Templates: selected by the sender** | The user selects one or more SignNow templates after clicking the button. |
| **Templates: pre-selected by the Admin** | The button uses the templates you choose. Select one or more templates from the list and click **Apply**. |
| **File: from the list of files attached to a HubSpot record** | The user selects files attached to the record they are sending from. |
The template list includes document generation templates, which build the document from HubSpot record data. See [Document generation](/docs/hubspot-document-generation).
- Under **Delivery and Invite Settings**, choose how the document is completed:
- **Send for signature**: the user prepares the document and sends a signature invite to recipients. This is the default option.
- **Self Sign: sign the document without sending**: the user fills out and signs the document themselves, without recipients.
| What is sent | Send for signature | Self Sign |
| --- | --- | --- |
| **Templates** (selected by the sender or pre-selected by the Admin) | Yes | No |
| **File** | Yes | Yes |
| **Templates** and **File** | Yes | No |
- Optionally, under **Add the SignNow Document Flow**, add a [document flow](/docs/hubspot-admin-tools#document-flows) to send the document with pre-configured invite settings. A document flow applies only to **Send for signature**, so this section is hidden when **Self Sign** is selected.
- Under **Add SignNow custom action to HubSpot object**, select the HubSpot **Object** where the custom action button will be added.
> [!IMPORTANT]
> Make sure that selected object matches the object selected in the template and document flow.
Click **Save Custom Action**.
The custom action appears in the list of custom actions. The **Action Type** column shows what each action sends, for example **Template**, **Self Sign**, or **Templates and Files**. To change or remove an action, click **Edit** or the **...** menu.
> [!NOTE]
> The custom action is only available on the HubSpot object it was created for. For example, a custom action created for Contacts won't appear on Deals or Companies.
Use the **All HubSpot Objects** and **All Time** filters to quickly locate a specific custom action.
### Run a custom action
To use the custom action, navigate to the HubSpot object where the custom action button was added. You can access it from the **Overview** tab on the HubSpot SignNow card, or from the right-hand sidebar of the record.
Click the button. What opens next depends on the sources in the custom action:
- **Templates**: the user selects the templates to send. If the admin pre-selected templates, only those templates are offered.
- **File**: the **Select File** window opens, as in [Send Attachment](/docs/hubspot-invite-to-sign).
- **Templates** and **File**: see [Combine templates and files](#combine-templates-and-files).
- **Self Sign**: see [Self Sign a document](#self-sign-a-document).
The steps after that depend on the document flow added to the custom action.
### Combine templates and files
Combine your standard SignNow templates with documents that are specific to each record in one custom action. For example, send your contract template together with the quote or proposal attached to the Deal. The user prepares everything in one go, and recipients receive all documents in a single invite. Once all recipients sign, the completed documents are saved to the record.
When both **Templates** and **File** are selected:
- The user clicks the custom action button, selects files attached to the record on the **Select File** page, and clicks **Proceed**.
- On the **Select Templates** page, the user selects the templates to add. If the admin pre-selected templates, only those templates are listed.
- In **Merge order**, the user can set the order of the documents and clicks **Proceed**.
SignNow combines the selected files and templates into one document group. The next steps depend on the document flow added to the custom action.
### Self Sign a document
After a user clicks a custom action configured for Self Sign:
- On the **Select File** page, select one or more files attached to the record, set their order in **Merge order** if needed, and click **Proceed**.
- The document opens in the SignNow editor. Add your signature, initials, text, date, and other fields from the left panel, then click **Done**.
- On the **Document Complete Successfully** page, click **Download Document** to save a copy.
The signed document is saved to the record's **Attachments**. If you export documents with their history in [Document Storage](#document-storage), a copy with the document history is saved too.
## Document Storage
By default, documents signed by all recipients are saved to the same HubSpot record from which they were sent. A copy of the document is also saved to the Documents folder in the sender's default workspace Team.
In **Document Storage**, define where signed documents are saved once all recipients have signed. Set the following options:
- Choose whether to save completed documents in HubSpot. Enabled by default.
- Choose whether to keep document copies in SignNow. Enabled by default.
- Choose whether to export documents with their history.
- Choose whether to save each signed document as a separate file.
### Store document copies in SignNow
When **Keep document copies in SignNow** is enabled, choose where copies are stored in your SignNow workspace:
- **Save in default workspace Team folder** — (default) Document copies are saved to the Team's Documents folder in your default workspace.
- **Select destination folder** — choose a different SignNow workspace team folder. Only team folders are available; private folders are not listed. The picker lists Team folders from all your workspaces, not only your active one, each labeled as workspace name > folder name.
> [!NOTE]
> Everyone in your workspace with access to the selected team folder can access the stored documents.
When **Save in default workspace Team folder** is selected, each copy is saved based on how the document was created:
- **From a file**: to the Documents folder in your default workspace Team.
If the default workspace can't be identified:
- when you belong to a single workspace, it is saved to that workspace's Documents folder.
- when you belong to several workspaces and can't set a default, it is saved to your personal Documents folder.
- **From a template**: to the Documents folder in the same team or space as the template. Each location keeps a Templates and a Documents folder side by side, so the document lands in the Documents folder next to the template:
- personal Templates → Documents
- Private Teams > HubSpot integration > Templates → Documents (the old integration folder is still supported)
- Workspace > Team > Templates → Documents
---
*Full page: https://docs.signnow.com/docs/hubspot-admin-tools*