HubSpot Integration
- James Skurray
Introduction
HubSpot integration with Crittah allows you to convert Deals to Crittah jobs. When a deal reaches the configured deal stage , Crittah will convert the deal int a job.
When a deal in HubSpot is converted to a job in Crittah the following process will occur:
If a contact is associated with the deal then, a Crittah contact will be created or updated using the HubSpot contact.
If a company is associated with the deal, a Crittah customer will be created or updated using the HubSpot company details.
Use the information in the HubSpot deal properties to create a job:
The HubSpot “Deal type” will determine what Crittah “Job type” will be created based on the configuration you setup in Crittah (described below)
Crittah fields will be updated with the deal properties based on the configuration you setup in Crittah (described below).
If a Crittah job has already been created from a deal and the deal before then no action will be taken.
Create a new event on the Crittah job indicating the job was created from HubSpot and who the user was as well as a link to the HubSpot deal
Copy all associated notes from the deal to the job notes in Crittah
The diagram below shows the association of HubSpot objects with Crittah objects
HubSpot changes
Some changes to your HubSpot configuration may be required to allow deals to be converted into jobs. Some of these are optional and are to be used as guidance to simplify the process and minimise data re-entry.
Existing HubSpot fields
To minimise any issues with Crittah integration it is recommended to make some fields mandatory on Deals in HubSpot. This will allow Crittah to determine which job type it should create and also has the correct information to process the job in Crittah. Below are the existing fields that Crittah recommends to set as required.
Deals
Critah uses the deal type to determine which type of job to create. For Crittah to be able to create a job from a deal, you should set the deal type to required. Leter in this document you will then map deal types to job types in the Crittah configuration.
Deal type (required)
Contacts
It is recommended making the contacts last name, mobile and email required in HubSpot as this will ensure that emails and SMS messages can be sent to your customers through the job stages in Crittah.
Contact First name (required)
Contact last name (required)
Mobile number (required)
New properties recommended
For jobs to be created quickly in Crittah with the right information, it is ideal to have the following information already in HubSpot. You can map this from HubSpot to Crittah in the HubSpot configuration of Crittah. To do this you just need to create new properties on the deal or use an existing property already on the deal. The table below are the recommended properties to create in HubSpot and the recommended mapping to the Crittah job in the Crittah/HubSpot configuration.
HubSpot property name | HubSpot type | Map to field in Crittah | Default if not configured |
|---|---|---|---|
Due date of job | Date Picker | Due date | Todays date |
Address | Single-line text | Address | Blank |
Delivery address | Single-line text | Delivery address (Option) | Blank |
Crittah setup and configuration
In Crittah you will need to setup a trust between you HubSpot instance and Crittah. This will give Crittah permission to view Deals, Contact and Companies in HubSpot to create the Jobs, Contacts and Customers in Crittah. After setting up the trust you will then be able to configure your HubSpot integration settings and behaviours.
Activate and Authenticate with HubSpot
Select Admin → Administration from the menu
Once in the administration section, select “Integrations” from the menu and click on “Activate” under HubSpot integration
Once Activate. Click on “Configurations”
In Crittah you are able to connect multiple HubSpot instance to multiple Crittah sites. Before you can create the trust with HubSpot you will need to select a site to link to.
Select a site from the list
Select Site activate
Click on the “Authenticate” button to authenticate with HubSpot
You will be redirected to HubSpot to login and then grant permission to Crittah. If you have multiple HubSpot accounts, then you will need to select the account that you would like Crittah to link to.
Select the account and click “Choose Account”
The next screen will show what permissions Crittah requires to integrate with HubSpot.
Confirm this by clicking on “Connect app”
Configuring HubSpot integration
Once you have connected with HubSpot you will be redirected back to the Crittah configuration screen. Here is where you can configure each Deal type in HubSpot to create jobs in Crittah.
If you have made lead types in Crittah mandatory, then the first thing you should configure is the Lead type mappings:
Click on the expander arrow next to “Map HubSpot lead types to Crittah lead types”.
Select the property in HubSpot that holds the lead information
For each lead value in HubSpot you will need to map to the equivalent lead values in Crittah.
If you need to add or edit lead types in Crittah, this can be done by
Navigating to Admin → Administration
Click on “Statuses and Type configurations” under the Company section.
Select “Lead sources” from the dropdown and then add, edit or delete your lead sources.
Now scroll down to “HubSpot Deal types” and expand the deal types that you would like to trigger a job to be created from in Crittah. Expand a HubSpot deal type:
Select the job type to create from the deal.
Check the deal stages that you would like to trigger Crittah to create the job in Crittah.
In the next section you will need to select which property in HubSpot will map to the following:
Due Date for the job in Crittah
Address for the job in Crittah
(Optional) Address Delivery for the job in Crittah.
The next section allows you to map any other property in the deal to custom fields you have setup for jobs in Crittah. To do this:
Click on the “Add field mapping” button
Select the HubSpot property from the list or start typing the property name and select.
Select the Crittah field this property should map to when creating the job.
If the property is a select property in HubSpot, and also a select in Crittah, then you can click the “Map selected values” checkbox to map each select value in HubSpot to the equivalent select value in Crittah.
Repeat this for each deal type and then click save.
Once you save the integration is now complete. When a deal reaches a the stages you check in Crittah, Crittah will now create the job from the deal and also create the Contact and Customer for the job from the contacts and companies linked to the deal in HubSpot.
Monitoring and logs
Once the integration is active between Crittah and HubSpot you will be able to view the logs for every deal conversion between HubSpot and Crittah through the process monitor page.
Navigate to Admin → Administration. Select Processes from the menu
Set the date range
Select the site
Select the HUBSPOTEVENT process name
Click on Search
If you would like to see more detail. Click on the process in the list and it will show you more details.