Connecting HubSpot to CRM Workflows
Overview
You can integrate HubSpot directly with your CRM workflows to keep both systems synchronized and automate data flow between them. This guide explains the available HubSpot triggers and actions, how to configure them, and practical applications for contact management and automation.
Understanding HubSpot Triggers and Actions
HubSpot triggers and actions are tools within the CRM Workflow Builder that link your HubSpot account to your automation. A trigger is an event that starts a workflow, such as a new contact being created in HubSpot. An action is a task the workflow performs within HubSpot after it has begun, like creating a new contact record.
This integration helps eliminate manual data entry, reduces duplicate records, and ensures your sales and marketing processes run smoothly across both platforms.
Benefits of Integration
Connecting HubSpot to your CRM workflows offers several key advantages:
- Automated Contact Creation: Automatically create HubSpot contacts from events in your CRM, like form submissions or appointment bookings.
- Duplicate Prevention: Search for existing contacts in HubSpot before creating new ones to maintain a clean database.
- Efficient Lead Routing: Start follow-up workflows in your CRM immediately when a new contact is added to HubSpot.
- Custom Field Mapping: Map both standard and custom contact information from your CRM to the corresponding properties in HubSpot.
- Process Consistency: Build reliable automations that reduce manual work for your team.
- Platform Alignment: Keep processes in HubSpot and your CRM coordinated when used together.
Supported HubSpot Trigger
New Contact Created
This trigger initiates a CRM workflow whenever a new contact is created in your connected HubSpot account. It is useful for automating actions like sending notifications, creating tasks, applying tags, or starting communication sequences in response to a new lead entering your HubSpot CRM.
Supported HubSpot Actions
These actions allow your CRM workflows to interact with data in HubSpot.
Create Contact
This action creates a new contact in HubSpot using information mapped from your CRM workflow. Use it when a new lead is captured in your CRM and needs to be added to HubSpot. Commonly mapped fields include first name, last name, email, phone, company name, website, lifecycle stage, lead source, and custom properties. A best practice is to use the Find Contact action first to check for duplicates.
Find Contact
This action searches HubSpot for an existing contact based on a selected identifier, such as an email address. Use it to prevent creating duplicate records and to branch your workflow logic based on whether a contact is found.
Get Contact by ID
This action retrieves a full HubSpot contact record using its unique HubSpot ID. It is helpful when a previous workflow step has provided the ID and you need to pull in additional contact details or properties for use later in the workflow.
Search Contact by Email
This action searches HubSpot specifically using an email address. It is a reliable method for finding out if a contact already exists and is commonly used to match records between systems and avoid duplicates.
Create Association
This action creates a relationship between different records in HubSpot, such as associating a contact with a company or a deal. This helps keep your sales and account management data organized.
How to Set Up the Integration
A successful setup requires first connecting your HubSpot account to your CRM. This connection establishes the secure link that allows data to flow between the two systems for use in workflows.
Once connected, you can add HubSpot triggers and actions to your workflows within the CRM Workflow Builder. When adding an action, you will map the relevant fields from your CRM to the corresponding properties in HubSpot to ensure data is transferred correctly.