Project Details

Project Name:

The Good Face Project – HubSpot Form Uploads Automation Tool

Customer:

The Good Face Project

Tech Use:

Node.js, Express.js, Axios (HTTP & Streaming), Archiver (ZIP Generation), HubSpot Forms API, HubSpot Submissions API, HubSpot Contacts API, CORS-enabled endpoints, File system utilities (fs, path)

Website:

https://thegoodfaceproject.com/

Overview

The Good Face Project required a streamlined way to retrieve and organize file uploads submitted through HubSpot forms. While HubSpot provides access to uploaded files through its interface, retrieving large numbers of files across many submissions can be time-consuming and difficult to manage manually.

To address this challenge, we developed a Node.js-based automation service that integrates directly with HubSpot APIs. The service fetches form submissions, retrieves associated uploaded files, and compiles them into a single downloadable ZIP archive.

The system also enhances traceability by linking uploaded files with the corresponding HubSpot contact records, ensuring teams can easily identify which files belong to which submissions.

Problem Statement

  • Manual File Retrieval
    Downloading uploaded files individually through the HubSpot interface becomes inefficient when dealing with large volumes of submissions.
  • Maintaining Contact Traceability
    Uploaded files needed to remain clearly associated with the correct contact or submission to ensure accurate data tracking.
  • Handling Large File Volumes
    The system needed to support downloading multiple files concurrently while maintaining reliable performance.
  • Simplifying Internal Workflows
    Teams required a simple way to select a form and retrieve all uploaded files instantly, without manual sorting or complex processes.

Implementation and Capabilities

HubSpot Forms Integration

The service integrates directly with HubSpot APIs to fetch forms that contain both email fields and file upload fields.

Once a form is selected, the system retrieves all submissions using paginated API requests, ensuring the entire dataset can be processed efficiently.

Submission Processing & Contact Mapping

Each submission is analyzed to extract file metadata and identify the associated contact.

The system resolves the HubSpot Contact VID using the email address, allowing files to be renamed with contact identifiers. This ensures that every downloaded file remains clearly traceable to its source submission.

Concurrent File Downloading

To optimize performance, the system downloads uploaded files concurrently using a custom concurrency management utility.

Key features include:

  • Controlled parallel downloads
  • Streaming file transfers
  • Temporary file storage before packaging

This approach ensures fast retrieval while maintaining system stability.

Automated ZIP Generation

Once all files are downloaded, they are packaged into a single ZIP archive using the Archiver library.

The ZIP file is streamed directly to the user for download, eliminating the need for manual file packaging.

Flexible Frontend Integration

The service exposes CORS-enabled endpoints, allowing it to be easily integrated with:

  • HubSpot landing pages
  • internal dashboards
  • custom frontend interfaces

This enables teams to trigger downloads directly from their existing workflows.

Impact

  • Reduced manual effort required to retrieve HubSpot file uploads.
  • Enabled teams to download all form-uploaded files in a single action.
  • Improved traceability by linking files to specific HubSpot contacts.
  • Accelerated internal workflows for teams managing large submission volumes.
  • Delivered a scalable automation tool that integrates seamlessly with HubSpot systems.

Subtle Agency Signal

Custom HubSpot automation tools designed to simplify complex workflows and extend HubSpot’s capabilities for marketing and operations teams.

Related Projects

Hubspot CRM Hubspot Development

CE-AT-SEA – Continuing Education Conference Website

Development of a conference website designed to promote and manage a continuing education event that combines professional training with a cruise experience for behavioral health professionals.
Hubspot CRM Web Development

Artsorbet – Shopify Painting Store Setup & Customization

A Shopify e-commerce store developed for an emerging art brand, transitioning from Instagram sales to a fully functional online storefront with custom modules and enhanced product presentation.
Hubspot CRM Web Development

Bagichi Store – Custom Shopify Theme Development

A fully custom Shopify theme designed and developed to deliver a unique storefront aligned with the brand’s identity while optimizing product presentation and customer experience.
Hubspot CRM Hubspot Development

HubSpot CMS Development · Product Marketing Platform

A modern HubSpot CMS website designed to clearly present a sports fan engagement SaaS platform while supporting scalable marketing campaigns and content growth.
Hubspot CRM Hubspot Development

Storm Procurement – HubSpot Theme Customization

Customization and deployment of a HubSpot marketplace theme for a global procurement and supply chain services company.
Hubspot CRM Hubspot Development

Confidential Fintech Platform – Advanced UI HubSpot Implementation

A visually rich HubSpot CMS implementation featuring complex gradients, layered UI components, and interactive animations while maintaining a scalable modular architecture for marketing teams.

Power Up Your Project

Request a Quote and Let Us Save the Day!

Request a quote