Send person to external CRM – Linked Helper

Main info

This Action allows sending data from a Linked Helper campaign workflow to any 3rd-party CRM that the tool is integrated with. A perfect option for sellers to sync their LinkedIn leads with their CRM. If your CRM is not available in the Action, you can send data to it via Send person to webhook Action.

In 'Message to 1st connections', 'Check for replies', and similar messaging actions there is an option to send those who replied into the external CRM:

It's crucial to keep in mind that:

when sending a profile to a CRM, Linked Helper searches for a match between the profile's and contacts/leads identifiers in the CRM; if a match is found, Linked Helper updates the profile; if a match is not found, Linked Helper creates a new contact;
by default, email is used as the only identifier to search for a match, but a profile in Linked Helper may not have email at all; in such cases, even if the same contact already exists in the CRM, a duplicate contact will be created;
to avoid duplicate contacts being created due to the absence of email, we recommend adding extra identifiers, for example, LinkedIn profile member ID and LinkedIn public ID (see the Customize fields below);
Linked Helper searches for a match using one identifier at a time, starting with the upper one; only if a match is not found, another identifier is used for searching;
some data like e-mails or phone numbers can be only scraped from your 1st connections. Linked Helper 2 scrapes all available contacts data when visiting contacts profile, so we recommend our users to send contacts to a CRM after "Visit and extract" action;
the work of this action is not counted towards daily limits since Linked Helper does not interact with LinkedIn in any way.

General tab

This tab contains:

a link to the CRM article that explains where to get the API credentials from;
token that allows Linked Helper to have access to your CRM account;
settings that allows you to choose what data to send to the CRM:

Quick Guide to set it up

Add action

Open a campaign and click '+' button where you'd like to add the action to.
Click Add button to add the Send person to external CRM Action:
Choose the CRM you will be sending data to:
Choose the authentication method - Access token OAuth:
- If the Access token is chosen, you can follow the link at the top of the pup-up to find your CRM API credentials:
- Once found, paste API credentials into Access token field and make sure connection was successful:
- If the OAuth is chosen, click the Connect button and authorize Linked Helper in your CRM:
- And then click the Open button in the pop-up or the Open Linked Helper on the page:

Review settings

At the next step, review the fields that will be sent to your CRM. Please note that you may see different fields depending on the chosen CRM.

Here you can (settings overview is applicable to HubSpot integration, fields for other CRMs may vary):

1. 1. Depending on the authentication method used, you can change the CRM access token or disconnect from current CRM account and connect to another one.
  2. Send the person's messaging history as the lead's Linked activity in HubSpot.
  3. Associate the lead's activity with a Contact, Company, or both.
  4. Choose owner ID.
  5. Switch to the Organization tab to choose what profile's current company fields should be sent and adjust them if needed.
  6. Map Linked Helper fields with fields in the CRM.
  7. Identifiers (IDs) - fields that are used to search for a profile in the CRM. If a profile with such an ID is not found, the next field below that's selected as an identifier is used for searching. With no profile found at all, Linked Helper creates a new record in the CRM.
  8. When a profile is found in the CRM, Linked Helper sends data to empty fields only and leaves existing values in the CRM unchanged. If you want to send data to a field and update its value with new data from LinkedIn even if the field is not empty, enable the override option for such a field.
  9. Add new fields that will be sent to HubSpot CRM.
  10. Remove fields that you don't want to send to HubSpot CRM.
  11. Choose what element to send to HubSpot CRM. If a field contains several values, e.g. a profile has 3 phone numbers, then you can choose what phone number (1st, 2nd, or 3rd) to send. To send them all, on the Linked Helper side, you need to add several identical fields but set a different element number for each field, and on the side of HubSpot CRM, you need to have three different fields, one per each phone number.
  12. Add mapping for most useful fields to send them to HubSpot CRM.
  13. Save the changes.
  14. Save the changes and make current settings be default ones for newly added actions or those actions that set to use defaults.

What data fields can be sent to a CRM?

You can find a list of data fields Linked Helper can export in this article - Data fields exported from Linked Helper into a webhook, CRM, or CSV file

Customize fields

Due to the integration peculiarities mentioned above, we recommend adding several identifies to make sure Linked Helper won't create a duplicate when the same profile is sent to the CRM again. The easiest way to create them is to click the 'Create most useful custom fields' button at the bottom of the configuration menu.

In the pop-up, unset all the checkboxes except for the lh_member_id and lh_public_id custom fields which will help you avoid duplicates.

If you want to send some data about a profile or its company into a standard CRM field, you need to:

Click '+' button in the list of CRM settings.
In the 'CRM field' drop-down list, choose the needed field, for example, 'URLs'.
Once a field is chosen, you can set the Overwrite checkbox if you want to replace the already existing value in the CRM with the value received from Linked Helper. Choose the corresponding field in the 'LH field' drop-down list. In case there is no suitable field which happens, for example, when you choose the 'Lead Status' field from Pipedrive, then you need to select the CONSTANT_VALUE option in LH Field and find a needed option from the selected list (or type the value manually if it should always be the same).

If you want to send some data about a profile or its company but the field does not yet exists in the CRM, you need to:

Click '+' button in the list of CRM settings.
Choose a field from the 'LH field' drop-down list. In case you want to send the same value for every profile, then you need to select the CONSTANT_VALUE option and set the value manually.
In the 'CRM field' drop-down list, choose the 'Create new field' option.
Set the Name for the field and click Yes.
Once the field is created, you can set the Overwrite checkbox if you want to replace the already existing value in the CRM with the value received from Linked Helper.

Links to integration articles

Here are the links to the articles that explain the process of integration in more detail:

Enhance this action:

Tagging system - automatically tag successfully processed profiles to filter and group them when needed.
Postpone action start - postpone Action to let other Actions run.

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