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Mail Merge with HubSpot Data

Learn how to generate multiple documents or presentations using HubSpot Data

Step 1: Connect HubSpot Data Using Dokin

Before you can use HubSpot Data with Mail Merge, you need to establish a connection between the two platforms.
Follow the tutorial below to learn how to connect HubSpot data using Dokin.

Step 2: Insert Placeholders within your document

1. Select the Data Source Table

  1. 1.
    Navigate to the "Mail Merge" tab.
  2. 2.
    Choose the HubSpot Table you want to use as your data source.

2. Add Placeholder values within your Presentation or Document

To insert placeholders, there is two possibilities:
  1. 1.
    Directly Type the Field Name: within your Presentation or Document, enclose the Field Name within double brackets. Example: {{Field Name}}.
Type the Field name within your File
  1. 2.
    Use the Insert Button: Place your cursor within your Presentation or Document where you want to insert a placeholder. Click the "Insert" button next to the Field you wish to insert.
Click on "Insert" button to insert the placeholder automatically at cursor position
Once you've added your placeholders, click the "Next" button (>) to proceed.

Step 3: Select the Records of your Database fo which you want to generate documents

You should now select specific rows from your database for which you want to generate documents. Simply check the boxes next to the corresponding records.
You can display your options by a specific field from your database.
You can display the rows based on a specific field of your Database to help you select them
You must select at least one row to continue.

Step 4: Configure options

Now, let's configure options for your document generation:

File Name

Enter the name of the file you want to create. You can insert placeholders to create a custom title (e.g.: Sales Report for {{Company}}).


For Google Slides presentation, you can select whether you want to create:
  • Multiple presentations (one document for each row) or,
  • Single document, with multiple slides (one slide for each row).

File output type

You can also choose if you want to create:
  • a PDF
  • or an editable Google Slides or Google Docs.
When you insert Fields with Dokin, they come with a link that allows you to access and update the associated data or cell value. This link is essential for Dokin to recognize your variables and keep your document text up to date as the data changes.
If you generate PDF files, Dokin does not retain these links.
If you opt to generate a Presentation or Document instead, you have the choice to remove these links. This option is recommended when you intend to share your files externally.

Folder to store Output Files

Select the Folder where you want the output documents to be stored. Dokin will create a sub-folder in this Folder, where all the new files will be grouped.

Email Documents

You can opt to send your generated documents via email to the recipients you'd like to send them to.
  1. 1.
    Click on the "Create a new Email" button
  1. 2.
    If it's the first time you use Gmail with Dokin or if you revoked access, you'll have authorize Dokin access to your Gmail account, to send email on your behalf.
If you want to know more about Google Permission, see this article.
  1. 3.
    In the email settings, specify recipients, subject, and message content. You can use placeholders for dynamic email content.

Final Step: Create documents

You are now ready to generate your documents. Click on the “Create documents” button. You will receive a notification once your documents have been created and sent via email.