CRM Integration: HubSpot

Learn how to use Zapier and Workflows to automatically sync Contact data and create deals and tickets by integrating HubSpot with IS-Messenger

Business Goal 1: Synchronize Contact information in HubSpot and IS-Messenger

Synchronize Contact Information in HubSpot and IS-Messenger

Understanding Contact Syncing Logic

There are four tasks that can be automated in order to sync contacts.

Sending data from IS-Messenger to HubSpot

Sending data from HubSpot to IS-Messenger

Create or update a contact in HubSpot when a new Contact is added in IS-Messenger.

When a new Contact is added in IS-Messenger, the Zapier template will automatically search for that contact in Hubspot using the email as the identifier. These are the expected outcomes.

Trigger Event

Conditions

Actions

New Contact is added in IS-Messenger

Contact exists in HubSpot

Update Contact in HubSpot with new details

New Contact is added in IS-Messenger

Contact does not exist in HubSpot

Create a new HubSpot Contact

New Contact is added in IS-Messenger

Contact does not have an email in IS-Messenger

Zap will stop

Method

  • Use a Zapier template

Template Configuration

IS-Messenger Trigger

First, follow the steps to set up aIS-Messenger Zapier integration here to configure the trigger.

Run the trigger test and continue on to the action.

Filter Action

Filters by Zapier and multi-step Zaps are only available on Zapier’s Starter plan and above.

This template contains a filter so the Zap will only continue if the IS-Messenger Contact’s email address exists. This is because HubSpot has set email as the required identifier to be used by Zapier.

HubSpot Action

Map the fields to be filled in for the newly created Contact. HubSpot has a long list of fields, but email is the only mandatory one. Scroll down and choose any other fields you want to add, e.g., first name, last name, phone number. If you have created Custom Fields in IS-Messenger that match certain HubSpot fields, consider mapping those as well.

Create or update a contact in HubSpot when a Contact is updated in IS-Messenger

When a Contact is updated in IS-Messenger, the Zapier template will automatically search for that contact in Hubspot using the email as the identifier. These are the expected outcomes.

Trigger Event

Conditions

Actions

Contact is updated in IS-Messenger

Contact exists in HubSpot

Update Contact in HubSpot with new details

Contact is updated in IS-Messenger

Contact does not exist in HubSpot

Create a new HubSpot Contact

Contact is updated in IS-Messenger

Contact does not have an email in IS-Messenger

Zap will stop

Method

  • Use a Zapier template

IS-Messenger Trigger

First, follow the steps to set up a IS-Messenger Zapier integration here.

For this trigger, you’ll need to choose which updated fields you want to be included as a trigger. There is the option to select Standard or Custom. For this example, we chose Standard as this would be the best choice for most common use cases. Add all relevant fields by selecting from the dropdown.

Filter Action

Filters by Zapier and multi-step Zaps are only available on Zapier’s Starter plan and above.

This template contains a filter so the Zap will only continue if theIS-Messenger Contact’s email address exists. This is because HubSpot has set email as the required identifier to be used by Zapier.

HubSpot Action

Map the fields to be filled in for the newly created or update Contact. HubSpot has a long list of fields, but the only mandatory field is email. Scroll down and choose any other fields you want to add, e.g., first name, last name, phone number. If you have created Custom Fields in IS-Messenger that match certain HubSpot fields, consider mapping those as well.

Create or update a Contact in IS-Messenger when a new contact is added in HubSpot

When a new contact is added in HubSpot, the Zapier template will automatically search for that contact in IS-Messenger using email as the identifier. These are the expected outcomes.

Trigger Event

Conditions

Actions

Contact is added in HubSpot

Contact exists in IS-Messenger with an email

Update Contact in IS-Messenger with new details

Contact is added in HubSpot

Contact does not exist in IS-Messenger

Create a new IS-Messenger Contact

Contact is added in HubSpot

Contact exists in IS-Messenger without an email

Create a new IS-Messenger Contact*

*If you recognize this has happened, you can merge the contacts.

Method

  • Use a Zapier template

Template Configuration

HubSpot Trigger

Select your HubSpot account and set up the trigger. For most use cases, simply select Continue. If you have custom fields you want to add, select these from the Additional Properties dropdown.

IS-Messenger Action

First, follow the steps to set up aIS-Messenger Zapier integration here.

Select email as the Identifier Type. Map the other fields with the information you want from HubSpot, e.g., first name, last name, phone number.

Update a Contact’s information in IS-Messenger when the Contact is updated in HubSpot

When a new Contact is added in HubSpot, the Zapier template will automatically search for that contact in IS-Messenger using email as the identifier. These are the expected outcomes.

Trigger Event

Conditions

Actions

Contact is updated in HubSpot

Contact exists in IS-Messenger with an email

Update Contact in IS-Messenger with new details

Contact is updated in HubSpot

Contact does not exist in IS-Messenger

Create a new IS-Messenger Contact

Contact is updated in HubSpot

Contact exists in IS-Messenger without an email

Create a new IS-Messenger Contact*

*If you recognize this has happened, you can merge the contacts.

Method

Use a Zapier template

Template Configuration

HubSpot Trigger

Select your HubSpot account and set up the trigger. For most use cases, simply select Continue. If you have custom fields you want to add, select these from the Additional Properties dropdown.

IS-Messenger Action

First, follow the steps to set up a IS-Messenger Zapier integration here.

Select email as the Identifier Type because HubSpot uses email as the required identifier for Zapier. Map the other fields with the information you want from HubSpot, e.g., first name, last name, phone number.

Enrich Contact Data using a Workflow

If you don’t have a Zapier subscription or you only need to get extra details on a particular Contact, use a Workflow. For example, if you’re chatting with someone about a support issue, you can use this Workflow to get additional information about them from HubSpot.

Method Objectives

  • Provide Contact’s identifier to HubSpot

  • Save retrieved data

  • Update Contact information on IS-Messenger platform

Workflow Setup

Tip: Consider using the Ask for Phone Number or Email method earlier in the Workflow.

Here’s how to use an HTTP Request to retrieve one field from an external CRM.

Provide Contact’s Identifier to your CRM

Tip: Learn more about sending HTTP requests here.

Use the HTTP Request Step to provide the Contact’s identifier to your CRM or business software. In this example, we’ll use Email as the Contact’s identifier. Keep in mind, your CRM may use Email, Phone Number or some other identifier.

HubSpot HTTP Request initial configuration

Save Retrieved Data

Response Mapping is used to save the information you get from the CRM as a Variable. The Variable can later be used to update the Contact’s field on IS-Messenger. This example will show you how to save the Customer ID field as a Variable.

HubSpot Response Mapping configuration

Update Contact information on IS-Messenger platform

Tip: Learn more about Update Contact Field Step here.

Use Update Contact Field Step to automatically update a Contact’s data in IS-Messenger. Here’s an example of how to update one field.

Update Contact Field configuration
  1. Add Update Contact Field Step and select the field you want to save from dropdown.

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