File every property disclosure as a written record
Each completed property disclosure writes a dated text record into the Dropbox folder for that address.
New submission on your property condition disclosure form
Create a text file in a Dropbox folder organised by property address
One-directional. A submission triggers the action — nothing is written back into your form.
Disclosure paperwork gets chased twice: once from the seller, and again from whoever needs it at closing. Collecting it as a form and writing the answers straight into the transaction folder removes the second chase, because the record is filed the moment the seller finishes.
Brokerages and small conveyancing offices use this. What lands in Dropbox is a plain, dated record of what the seller declared, sitting next to the rest of the file and readable by anyone on the deal without a login to another system.
Setting it up
- 1
Publish the Property Condition Disclosure template and send the link to the seller once the listing agreement is in place.
- 2
In Zapier, set formformform as the trigger app, choose New Submission, and select the disclosure form.
- 3
Add Dropbox as the action app, choose Create Text File, and connect the office account rather than an individual agent's.
- 4
Build the folder path from Property Address so each transaction collects its own disclosures under /Transactions.
- 5
Put the submission date at the front of the file name — '2026-03-14 Condition Disclosure.txt' — so repeat disclosures on one property stay in order.
- 6
Map the disclosure questions into the body in the order they appear on the form, keeping the question text above each answer so the record reads on its own.
- 7
Place Additional Disclosures and Notes at the end under its own heading, since that is the field most often quoted back later.
- 8
Run one test with a fake address, confirm the folder and file appear, delete the test, then turn the Zap on.
What maps where
Using the Property Condition Disclosure as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Dropbox |
|---|---|
| Property Address | Dropbox folder path for the transaction |
| Seller Name | Header line of the text record |
| Are there any known structural issues (foundation, load-bearing walls, framing)? | Body of the record, under the structure heading |
| Is there a history of water damage or flooding? | Body of the record, under the water and damp heading |
| Are there any known environmental hazards (lead paint, asbestos, radon, mold)? | Body of the record, under the hazards heading |
| Additional Disclosures and Notes | Final section of the record |
Variations worth knowing
Add a Zapier filter that looks for a yes on the structural or environmental questions and copies those into a /Transactions/Review folder as well. The listing agent then reads the disclosures that change the conversation before anything else.
Build the path from Seller Name when the same owner lists several properties with you. Their disclosures then sit together for the whole portfolio, and the address stays in the file name so no individual record is ambiguous.
If something isn't arriving
Dropbox paths reject some punctuation, and street addresses are full of it. Run Property Address through a Zapier formatter that replaces slashes with hyphens before the folder step, then replay the failed task from your Zap history.
Put the full timestamp in the file name rather than the date alone. Both versions then sit side by side, which matters here: the earlier declaration stays part of the record even after the seller corrects something.
Frequently asked questions
Is the text file a signed disclosure?
No. The form records what the seller declared and when, in their own words. There are no e-signature fields in formformform, so treat the file as the record of a declaration and keep whatever signing process your jurisdiction actually requires.
Can the seller attach a surveyor's report to the form?
Yes. Add a File Upload field to the disclosure form and the seller attaches the report as they complete it, at up to 2 MB per file. Add a Dropbox Upload File step to the Zap and the report is saved into the same transaction folder as the text record; leave it out and the record simply carries a link to the upload. Scanned surveys often run past 2 MB, so keep a URL field for those, and the link sits in the record beside the seller's answers.
What happens to the record if the deal falls through?
It stays where you filed it. Deleting a submission in formformform removes nothing from Dropbox, because the connection only runs one way. Archive or delete the folder yourself, following the retention rules your office already works to.
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Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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