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HubSpot in CRM Cards and Recipe Builder
HubSpot in CRM Cards and Recipe Builder
Stacey Hatch avatar
Written by Stacey Hatch
Updated over a week ago

Contents


Overview

Why upgrade to the CRM Card & project creation recipes?

Modern integration experience


Rather than rely on custom development from specialized engineers who understand HubSpot workflow code, take advantage of the much more modern integration experience in Recipe Builder. That way, any business user can customize the integration logic and scope without engineering help.

After those changes are made, testing results are very transparent in the dashboard section of Recipe Builder and the troubleshooting notifications make it easy to get unstuck right away.

That is why GUIDEcx is committed to keeping all your integration work in Recipe Builder future-proof. All future feature enhancements and support will focus primarily on Recipe Builder instead of Hubspot workflows.

Bi-directional data flow

Previously, the old app in the Hubspot marketplace only pushed deals into GUIDEcx as pending projects. Now the value flows in both directions as project updates can also be pulled back into HubSpot through the CRM card. Now both sales and services teams benefit from the integration in ways that help them stay more productive in the systems where they already spent time.

Advanced automation

Recipe Builder expands dramatically on the pending project creation workflows of the past. Instead of merely creating empty shells of pending projects, this article shows how you can accelerate live project creation from minutes to seconds with automatic:

  • Resource management

    • Project manager assignment

    • Customer invitation

  • Template activation

    • Slack notification

  • Custom field sync

    • Merge tag sync


Activate the CRM Card

The HubSpot integration requires the Premium or Enterprise package from GUIDEcx. It also requires the Sales Hub Professional or Enterprise package from HubSpot. Make sure whoever’s setting up the integration is an admin in HubSpot and an admin in GUIDEcx.

OAuth connection in the Integrations page

Click on the triple-dot icon in the top-left corner of GUIDEcx and choose "Integrations"

Click on “Connect HubSpot” to start the OAuth process

Choose where you want to install the GUIDEcx app on the HubSpot Marketplace.

Now sales representatives and services leads that spend most of their time in the CRM can be kept updated on the progress made by the implementation team in GUIDEcx. The latest status, dates, and notes from the project will be shown on the deal pages in Hubspot.

It is recommended to click on the CRM Card and drag it up to the top-right part of the HubSpot deal page so it can be seen easily without scrolling.

The CRM Card only shows results for the relevant project because the project creation recipes in the section below automatically take the Deal ID from HubSpot and set it in the GUIDEcx project's property for "hubspotObjectID". If you need to do this for pending projects instead of live projects, make sure to use this extra recipe to map the deal ID across project types:


Install the project creation recipe(s)

Search for "HubSpot" or "GUIDEcx" in the Community section of Recipe Builder.

Choose any of the three versions and click "Use this recipe" in the top-right.

Choose a folder where you would like this resource to be saved.

Customize the recipe to fit your unique HubSpot configuration as shown in the three bottom sections of this article.


Authenticate the HubSpot connector

Notice the recipe highlights any steps where a connector has not yet been configured.

Click edit in the top-right & name the account before clicking "Connect" in the bottom-right.

Another OAuth screen will appear like the one we saw above for the CRM Card. This time we are authorizing Recipe Builder (powered by Workato) to access Hubspot.

Recipe Builder can be fully trusted since Workato apps like this connector are fully certified by HubSpot.

Once the connection has been completed, the system will return you to Recipe Builder and show this confirmation screen on the right:

Save the connection edits and it will return you to this recipe overview screen where you can test it once or start its ongoing automation in the top-right.


Trigger the recipes by closing new deals for new business

When a deal is moved to the stage of "Closed Won”...

... with the "New Business deal type, the trigger in the recipe will be fulfilled.


Test the integration for simple pending projects

WARNING: Of the three related project creation recipes in this article, you will only want to activate one recipe at time to avoid creation of duplicates.

NOTE: If you had been using workflows in the GUIDEcx app on the HubSpot marketplace to create projects in the past, duplicates will be avoided by when GUIDEcx automatically ignores those app requests as soon as the HubSpot connector is authenticated in Recipe Builder.

As recipe processing is completed for the "Simple Pending" recipe, the linked item will display as a "Pending Project" within GUIDEcx.

When that pending project is converted to an active project by adding the required fields of project name, customer name, customer website, and project manager, a link is created between the deal and project within the project edit screen:


Expand to the live project creation recipe

The main customization required in this live project version is setting the project manager email in step 7. This can either be a hard-coded static value as seen in the bottom-right or a dynamic value that pulls from any property in the central "Recipe data" pane.

Save your changes. Recipe Builder will confirm you have set the Project Manger email correctly when it shows this notification in the details of step 7.

You can optionally set other properties like the template, but those steps are even easier to copy and paste from the example in the final advanced recipe below. Simply draw a box around any steps you would like to use and right-click to see the copy option in the bottom right. Then navigate to the other recipe and right-click again to paste the actions.


Upgrade to the most advanced project recipe

After installing the advanced recipe, Recipe Builder will warn you about a couple required customizations before testing.

All these advanced actions added beyond the basic live recipe are totally optional.

To map custom data unique to your business, change the custom field ID in step 27. The value for that custom field is being set by a formula that is pulling actionable data from Hubspot. You can can create similar formulas or just drag in a basic value from the data pane. The ID can be copied from the URL parameters in the Custom Field section of the web interface:

Another example of the most popular advanced options focuses on Slack notifications for project creation:

If all mappings have been set correctly, step 34 will post a Slack message that a full live project has been created. If some of the required properties were missing, step 36 will post a message about the errors or the backup option of settling for a pending project.

The configuration properties at the very bottom of the advanced recipe around invitation options let you decide which customers to invite. You can invite all contacts, labeled contacts, or no contacts at all. The most important contacts can be identified through association labels in HubSpot.

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