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Integration with HubSpot CRM

Nick
Updated

 

Before setting up the integration, it's crucial to keep in mind that:

  • When sending a profile to HubSpot, Linked Helper searches for a match between the profile's and leads' identifiers in HubSpot; if a match is not found, Linked Helper creates a new lead.
  • 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 lead already exists in HubSpot, a duplicate lead will be created.
  • To avoid duplicate leads being created due to the absence of email, we recommend adding extra identifiers, for example, LinkedIn profile member ID and LinkedIn public ID (see Creating custom fields section).
  • 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.
  • Industry of an organization can be sent to a standard HubSpot 'Industry' field only in English language. For other languages, you need to create a custom 'IndustryName' field. In other words, if your LinkedIn account is in English, then you don't need to do anything, but it is in German, for example, then you need to create 'LH Company Industry' field in HubSpot and map it with 'industryName' field from Linked Helper to send company industry to:

 

 

Add action to your workflow

To send successfully processed profiles

If you want to send profiles to a CRM after they were successfully processed in a certain Action, you need to add Send person to external CRM below that Action:

  • Make sure the Send person to external CRM plug-in is installed;
  • Go to your campaign Workflow tab and click '+' button below the action after which you'd like to send a profile to HubSpot:
  • Find the 'Send person to external CRM' Action and click the Add button:
  • Choose HubSpot CRM, click Next and follow the instructions in the Connect Linked Helper with HubSpot via OAuth section of the article:

 

To send those who replied

If you want to send only those who replied to a certain message, you need to set up the integration in the corresponding Check for replies and/or any messaging action that sends follow-up to a previously sent message:

  • Make sure the Send person to external CRM plug-in is installed;
  • Navigate to the action that should send replied profiles to a CRM and click it to see the settings on the right:                                                               
  • choose the CRM you'd like to send profiles to, click the Hubspot CRM custom settings button  and follow the instructions in the Connect Linked Helper with HubSpot via OAuth section of the article:

 

Connect Linked Helper with HubSpot via OAuth

  • Click the Connect button you see after action is added to your workflow or clicked the HubSpot CRM custom settings.                      
  • In the opened browser window, log in to your CRM account or create a new one if needed:                    
  • Once logged in, choose a HubSpot account and click the Chose account button to connect  (you may need to click the Connect button from previous step once more after login if this page did not appear):
  • At the  next step, complete the process by clicking the Comment app button:
  • Click the Open button  in the pop-up, or in case you accidentally canceled it, click the Open  Linked Helper  button on the page:                          
  • Once done, click the Next button and integration settings will be shown (check the "Adjust integration" section below for more details):                         

 

Adjust integration

Settings overview

Once you've opened CRM integration settings, you will see default fields that will be sent to your CRM. Let us quickly review what you can do here:

  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.

 

Changing default options

  1. By default, messaging history is not sent. If you want to send messaging history, set the 'Save messaging history as lead's LinkedIn activity' checkbox.                                       
  2. Select the owner ID which is your HubSpot account email.                             
  3. If you do not want to overwrite the values of certain fields in HubSpot with new data from Linked Helper, unset the checkbox in the Overwrite column. In such a case, Linked Helper will leave them as they are in HubSpot, or create the fields if they do not yet exist.                                          
  4. If you do not want to create certain fields in HubSpot in case they do not exist, you can delete the mapping by clicking the Bin button in the last column.                               
  5. Linked Helper sends the company a lead works for into HubSpot as well. If you switch to the Organization tab, you can adjust what fields of a lead's company should be sent to HubSpot.
  6. If you don't want to send the lead's company, simply delete all mappings in the Organization tab, and vice versa, if you do not want to send leads, then delete all mappings from the Person tab.

 

Adding new mapping for other CRM fields

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

  1. Click '+' button in the list of CRM settings:
  2. In the 'CRM field' drop-down list, choose the needed field, for example, 'Field of study':
  3. 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 not suitable field which happens, for example, when you choose the 'Lead Status' field from HubSpot, 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):

 

 

Creating custom fields

Semi-automatically

The easiest way to create custom fields is to click the 'Create most useful custom fields' button at the bottom of the HubSpot configuration menu.

 

In the pop-up, unset the checkboxes next to the custom fields you do not want to create for lead in HubSpot, and click Save. We recommend leaving lh_member_id and lh_public_id which will help you avoid duplicates:

 

In the same way, you can add custom fields for companies:

  1. Navigate to the Organization tab.
  2. Click the 'Create most useful custom fields' button.
  3. Unset the checkboxes next to the custom fields you do not want to create for lead in HubSpot for companies. We recommend leaving the lh_company_id and lh_public_id fields which will help you avoid duplicates.
  4. Click Save.

 

Manually

  1. Click '+' button in the list of CRM settings:
  2. 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.
  3. In the 'CRM field' drop-down list, choose the 'Create new field' option:
  4. Set the following fields and click Yes:
    • Name - used as a unique technical field name in the CRM, there could not be two similar IDs. It is not visible from the CRM UI and cannot be changed.
    • Label - a user-friendly name you will see when working with leads in the CRM, it can be changed anytime later.
    • Group - HubSpot property groups that help you organize the data.
  5. 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.                              

 

 

FAQ

How to export full profile information into the CRM?

 

How to send updated lead status of Linked Helper campaign into the CRM?

 

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

 

 

 

Get HubSpot API key

It is possible to integrate Linked Helper with the CRM using API key.

 

 

 

Create a Private app

  • Go to the HubSpot settings by clicking gear icon in the upper right corner:
  • Navigate to Integrations > Private apps and click Create a private app button:
  • Under the Basic Info tab, configure the name of the app (logo and description are not mandatory):
  • Under the Scopes tab, expand the CRM section and select the checkboxes for the scopes mentioned below:
    • crm.objects.companies - Read and Write;
    • crm.objects.contacts - Read and Write;
    • crm.objects.owners - Read only;
    • crm.schemas.companies - Write only;
    • crm.schemas.contacts - Write only;
    • crm.lists - Read and Write.

  • Once done, click Create app in the upper right corner:
  • Click Continue creating button:
  • In the next pop-up window, click Show token button and then Copy button to get the token and paste it into Linked Helper:

 

Use API key from already existing Private app

If you already have a private app which API  key you'd like to use, or your colleague already created a private app for Linked Helper, then you can get the API key from the Private apps menu:

 

  • The only thing to keep in mind is that  in the Scopes tab of the private app, the following checkboxes for the scopes mentioned below must be enabled:
    • crm.objects.companies - Read and Write;
    • crm.objects.contacts - Read and Write;
    • crm.objects.owners - Read only;
    • crm.schemas.companies - Write only;
    • crm.schemas.contacts - Write only;
    • crm.lists - Read and Write.

 

 

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