HubSpot objects and workflows

HubSpot Integration

As a HubSpot admin that connects Default with your CRM, you will be listed as a user creating all records. A best practice is to have a dedicated Integration User with admin permissions to authenticate Salesforce to take away any confusion from the Created By field being the human Default admin.

Start the Integration by following this guide.

1. Navigate to the Integrations tab within Default.

2. Select HubSpot to connect, manage, or disconnect your CRM integration.

3. Map users to the connected integration within the user tab.

Records and Field Mapping

Pass data such as form submission answers, enrichment data, or custom values for any HubSpot property in a Create or Update HubSpot object.

• The dropdown on the top of the field mappings allows you to map Default data.

• The dropdown at the bottom of the field mappings allows you to map the properties of your HubSpot instance.

  Tip: To save time and avoid repetitive work, set up your common lead attributes under Field Manager. Any additional properties not covered there will still need to be mapped directly in the Create HubSpot objects within the workflow.

Create, match, and update records

Create

HubSpot Create objects allow you to create any HubSpot record and pass form submission answers, enrichment data, or custom values for any HubSpot property (including custom properties).

Match

HubSpot Match objects allow you to find any HubSpot record.

• Match objects can create 2 paths for objects that match or don't match your set criteria. You can stack as much criteria as you want.

  

  • If you have duplicate records, you can prioritize records. The example below shows if multiple contacts come back with the same name, Default can pick the one that has the most recent activity (Last Engagement Date/Last Activity = Max).

  

  Update

  HubSpot Create objects allow you to update any HubSpot record with new data such as form submission answers, enrichment data, or custom values for any property (including custom properties).
  

  

  HubSpot Objects

  Contact

  Default allows you to create, update, and match contacts.

  Company

  Default allows you to create, update, and match a company.

  Deal

  Default allows you to create, update, and match a deal.

  HubSpot Association

  Default allows you to associate HubSpot objects through a HubSpot Association object within the workflow.
  

  

  Deals

  These are also common mapped fields, please reference your CRM for any additional required fields for creating a Deals and field mapping for optimal results. Common properties can also include:

  • Deal Name

  • Deal Owner

  • Close Date

  • Deal Type

  • Deal Stage

  • Custom property (Check with your CRM Admin for for additional required properties)

Separately, add an Association object to associate the Deal to a contact. If you want the Deal associated with contact and company, add 2 associated objects and map accordingly.

Engagements

• Default allows you to keep your CRM up-to-date and record any engagements by using the HubSpot Engagement objects. To do this, there is a separate object for engagements.
  

  

  Engagement Types

  Create an engagement by selecting anyone of the following engagement types:
  

  • Meetings

  • Call

  • Email

  • Tasks

  • Notes

  Meeting

  These are common priority fields, please reference your CRM for the required fields for Engagements and field mapping for optimal results:

  • Activity Date

  • Activity Assigned To

  • Meeting Title or Description

  • Call and meeting type (Depending on the property type, Default may offer picklist options from as a value.

  • Custom property (Check with your CRM Admin for for additional required properties)
    

  Important: HubSpot meeting engagements require Assigned to and Activity Date as mapped properties. These must be mapped in the HubSpot create object:
  Meeting Start/Time (Meeting Data) mapped to Activity Date(HubSpot)

  Task

  These are common priority fields, please reference your CRM for the required fields for Engagements and field mapping for optimal result:

  • Assigned To

  • Status

  • Priority

  • Task Title

  • Custom property (Check with your CRM Admin for for additional required properties)

  Important: HubSpot task engagements require the Due Date as mapped properties. These must be mapped in the HubSpot in the engagement object:
  Custom Value > Today mapped to Due Date(HubSpot)

  Here is how it works:

  1. Select the Create HubSpot Engagement object.

  2. Select the type of engagement you would like to create.

  3. Relate the engagement to a relevant record type.

  4. Designate the priority fields in the field mapping.

  5. When creating a task as an engagement, assign the task meeting booked owner or record owner.
     

  

  Important: Adding an association object is separate from updating a property on a HubSpot contact or company. Contact records can have multiple companies associated with it. If thats the case, HubSpot solves this by allowing you to designate one of those companies as the Primary Associated Company. You may need to adjust the setting on Primary Associated Company, to allow one company to be set as primary.

Routing

Assigning a User to an Object

Here's how it works:

1. When assigning a record, select a Round-Robin object and configure based on which Queue Default should route. The Round-Robin object can also be used on the no meeting booked branch.

2. Select a Create object to create a new engagement.

3. Map Owner from the step Round-Robin over to the HubSpot Assigned to property.

Ownership-based routing

Default can reference the name of the Contact or Company Owner in HubSpot and show the calendar of the object owner.

To enable ownership routing by company owner, follow these instructions:

1. Configure the Match object to find a record in question.

2. Select a member called: Owner from the Does the company exist while configuring the Display Scheduler object.

Duplicates

Default verifies duplicates and can refrain from creating a Contact if the email is already registered in the HubSpot system.

Here's how it works:

1. Default will first check for a matching record in the HubSpot system.

2. If a match is not found, Default will proceed to create a new lead.

3. If a match is found, Default prioritize the duplicates using prioritization.

4. Regardless of whether a new lead was created or a match was found, an event object is associated with the lead.

Creating Duplicates

This often stems from HubSpot default de-duplication logic not aligning with your business requirements. To address this, we’ve introduced an optional toggle on the Create HubSpot Record object (see below).

Here's how it works:

• When the toggle is enabled, you can specify a property (e.g., email) to check for duplicates.

• If no match is found for the specified property, Default will create a new record.

  Example use case:

  • Existing record: joe.smith@apple.com is already a contact in HubSpot

  • New submission: joe.smith2@apple.com submits a form

  • HubSpots default logic: considers this the same contact due to overlapping criteria

  • Default’s match field logic: with the match field set to email, Default identifies that the emails do not match and creates a new Contact record instead

Toggle in a create object > enable match field > select field to use when a match is found

Prioritizing Mapping with Duplicates

To handle prioritization in cases of duplicate accounts, you can utilize the prioritization logic available under the Match object. This functionality allows you to establish priorities based on other fields associated with the Company.

This functionality allows you to establish priorities based on other properties associated with the Company.