Hubspot | Set Up

Article Overview

The following steps are required to set up the Hubspot integration through the SalesRabbit marketplace.

TIP: This integration is only available to customers on SalesRabbit's Pro or Enterprise membership plans. Additionally, administrative access is required in order to access API keys and other credentials/settings in configuring this integration.

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Part 1: Add Custom Fields in Hubspot

This part will cover how to add custom fields in Hubspot. Custom fields created in Hubspot can be mapped to custom fields created in SalesRabbit. If you have no custom fields you'd like to map to, this part can be skipped.

• Step 1
  • In your Hubspot account, click the "Settings" (gear icon) in the main navigation bar.
  • From the left sidebar menu, navigate to "Properties".
  • Under the "Select an Object" section, click the dropdown menu and select "Contact Properties".
  • In the upper right, click "Create Property" button.
  • Set up your property in the right panel
    • Object type: "Contact"
      • If creating a field on a deal, make the object type "Deal.
    • Group: "Contact Information"
      • If creating a field on a deal, make the group "Deal Information".
    • Label: SR ID
    • Description: (optional)
  • Click "Next"
    • Field Type: Single-Line Text.
    • "Show in Forms" (optional).
  • TIP: You can add other custom fields following this same process.
• Step 2
  • Navigate to "Contacts" -> Select on a contact.
  • In the left panel, click "View All Properties".
  • Open the contact information section and find the custom field(s) you just added. As you hover over the field, you'll see an "Add to Your View" button, click that.
  • Now you'll be able to see that custom field populate with information from SalesRabbit.
  • TIP: You can do the same with Deal properties for Deals.

Part 2: Add Custom Fields in SalesRabbit

This part will cover how to create the necessary custom fields to complete the Hubspot integration.

• From the SalesRabbit Web App, navigate to "Settings" -> "Custom Lead Fields".
• Create the following custom fields:

• Click "Publish" for your custom fields to go live.

Part 3: Form Creation

SalesRabbit will send information to Hubspot via form submission. This part will explain how to create the form to submit for your Hubspot integration.

• From the Web App, navigate to "Settings" -> "Form Builder".

• You can either edit an existing form, or select "+ New Form".

• When creating a new form, it's recommended to name the form in the upper left corner. In this case, "Submit to Hubspot". Also rename/create a section and call it "Contact/Lead Details".
• Open the dropdown form "Lead Fields" on the left hand side.
  • The fields listed under lead fields are the fields that already exist on the lead. We need to add specific fields from this list onto your form.
  • Note: There are no fields under the "Form Fields" dropdown that need to be added to the Hubspot integration form.

• Below are the fields of information that should be added and are able to be passed over from SalesRabbit to HubSpot:

• Before publishing, toggle on "Custom Form Responses" in the cogwheel icon in the upper left corner.

• Click the "Publish" button in the bottom right corner and confirm.
• You're now ready to run through the Hubspot configuration.

Part 4: Configure Hubspot Integration

This part will walk you through how to navigate the Hubspot integration configuration. Setting up this integration can seem complicated, but the instructions below will help you navigate your different options. Most of the configuration options are optional, so feel free to use as many or as few of the features as you'd like.

• From the Web App, navigate to "Integrations" - "Marketplace" and select the Hubspot tile.

• Next, navigate to "Configuration" -> "Enable".

• Click on "New Authentication", a new authentication window will pop up.
• Within the new authentication window:
  • Name the authentication what you'd like (i.e. "Hubspot").
  • You can ignore the "Developer API Key" and "API Key" fields.
  • Click "Create".
    • Another window (SalesRabbit oAuth) will open where you can finish the connection with your Hubspot account.
• Select the "Submit to Hubspot" form from the Form dropdown list to use for this integration.
  • Note: When submitting forms, the integration will update the Lead Status in Hubspot to whatever the form is submitted is submitted as long as the lead status name matches the lead status name in Hubspot.

• SalesRabbit to Hubspot
  • Email Opt In:
    • Hubspot REQUIRES that all email addresses sent to their system have the address owner's opt in permission to receive emails from your business. Please train your reps to notify customers that when providing their email address, they are opting in to receive communication from your business. Otherwise, you can uncheck the box and leave it blank so that email addresses aren't passed from SalesRabbit to Hubspot.

• • Configure whether or not you'd like a deal to be created:.
    • If you do check the box, and want a deal created, selecting a Default Deal Pipeline will be required for it to work properly. For the deal stage, you can either use the drodown to select a Default Deal Stage OR check the box to have the deal stage be set to whatever the lead status name is in SalesRabbit at the time the form is submitted.
    • Note: for the latter option, you will need to ensure that the lead status names in Sales Rabbit match the Deal Stages in Hubspot. If they don't match, then the deal won't be created at all. you'll want to manage your lead statuses in SalesRabbit you match your deal stages in Hubspot.
    • If you select a default deal stage and check the box, it will default to the SR Lead Status, not the default deal stage.
•  
  • If you'd like files from the SalesRabbit lead (photos, contacts...) to show up as attachments to the Contact in Hubspot, then you'll need to create a folder in Hubspot and add the Folder ID.
    • Here's how to get the Folder ID:
      • In Hubspot, click on "Marketing" -> "Files and Templates" -> "Files".
      • Click "Create Folder".
      • Click on the folder you just created.
      • In the URL, at the end, you should see something like "...folderID-50065304863"
      • Copy that string of numbers and past it in the configuration window.
      • Click "Next".
•  
  • Custom Fields:
    
    • If you have custom fields that you'd like to fill out on the form in SalesRabbit, these can be associated/mapped to fields within a Contact or Deal in Hubspot. You can set up those mappings in the configuration
      • Note: if you use more specified fields types, you'll want to make sure what's being sent from SalesRabbit matches appropriately with what the Hubspot field can accept.
        • Depending on the field type, Hubspot can be picky on what it accepts (i.e. sending text to a number field, i.e. if you want to map to a Hubspot dropdown field: you can't send anything to that field that doesn't match exactly.)
        • "Single Line Text" is the most flexible field you can use in Hubspot, as it will accept whatever is sent to it.
    • There is a dropdown that will dynamically populate your SalesRabbit custom fields available and for the Hubspot Contact fields, it should do the same.
    • Map the fields that should populate the contact fields.
•  
  • For the Deal fields, there isn't a drop down for the Hubspot side so you'll have to get the integration key for each field from Hubspot and paste it instead. 
  • Here's how to do that: 
    
    • In HubSpot account, click the Settings (gear icon) in the main navigation bar.
    • In the left sidebar menu, navigate to Properties.
    • In the Select an object section, click the dropdown menu and select Deal properties.
    • Search for the deal property and click "Edit" once you find it.
    • In the Edit property menu, click on the "</>" on the right side.
    • Copy the unique identifier underneath Internal name, i.e. "cool_field_name"
    • Paste that unique identifier in the Hubspot Deal Custom Fields field > then click on it to select it.
    • Repeat for each custom Deal field.

• Hubspot to SalesRabbit
  • Decide whether you'd like a Lead to be created in SalesRabbit when a Contact is created in Hubspot, if you check the box be sure to also add a default lead owner and lead status for those leads.

• • Contacts that were created via the integration can also update the lead status in SalesRabbit when the Contact Lead Status or the Deal Stage (of a Deal associated with that Contact) are updated. 
  • The name of the status or stage will need to match that of the SalesRabbit lead status exactly in order for those updates to work properly. i.e. SR Lead Status: "Closed - Won", Hubspot Deal Stage: "Closed - Won"

• Auto Create/Update Hubspot Contact

  • Check the box if you want Contacts to be created or updated automatically when a certain lead status is selected.

  • You have a lot more control of when a Contact is created if you use the form submission method along with more robust options (i.e. adding files, creating a deal). This automatic method will automatically create or update one and can add a note to it. Depending on your preference, one may be better than the other.

  • You can then select the lead status(es) that you'd like to act as trigger for those Contact creations/updates.

    • Note: This will also trigger updating the Lead Status in Hubspot as long as the lead status name in SalesRabbit matches. Contact Creation via this method is only possible if the SalesRabbit lead has an email address present.

• Note: If you wish to disable or reconfigure this integration at any time you can do so by clicking "Disable" or "Reconfigure" respectively.  Additionally, if the integration is currently live you should see an "enabled" indicator on the integration. 

Part 5: Set up External ID's in SalesRabbit (optional)

By default, Contacts and Deals in Hubspot will be unassigned. However, if you'd like for lead to be assigned to a Hubspot user then you can map that user's Hubspot Contact Owner ID to a SalesRabbit user following these instructions:s

• Click on the gear icon in the top right corner of Hubspot.

• Click on Properties in the left hand menu.

• Within the select an object menu, select: "Contact properties".

• Search for "Contact owner" .

• Click on "Contact owner".

• Upon entering the Edit Property screen for the Contact owner, you'll see user's names with a number to the right of them i.e. 12345678, this is their owner ID that we'll map to their user in SalesRabbit.

• Next, go to the SalesRabbit Web App -> "Users" -> "Select a User"

• In the bottom right corner, paste the associated owner ID in the "External ID" field and click the "+" sign or hit enter (screenshot).

• Now, if that user submits a form the contact will be assigned to owner ID user in Hubspot.

• Your Hubspot integration should now be live and allow you to create leads in Hubspot through form submission! If you have any issues or problems please reach out to support or your CSM for help configuring this integration. 

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