Enabling the HubSpot Integration

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Overview

Bring your marketing automation and business management information closer together by enabling the HubSpot integration within your Practifi organization. This article outlines the steps to enable the HubSpot integration in your organization. For more information about the HubSpot integration, please consult our Using the HubSpot Integration article.

**Note: This content is intended for system administrators and is technical in nature. Please discuss your integration installation plans with your Practifi Customer Support Team for their assistance.*

Integration summary 

This integration provides two-way sync for Client & Person records, adds timeline events from HubSpot to your client interactions and allows access to HubSpot directly through a panel found on the Client record. This is an automated integration, meaning that whenever the user creates a new contact in HubSpot or Practifi, the systems will sync the information every 15 minutes.
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Before you begin

The enabling user should have an active Practifi login, along with access to a Professional or Enterprise edition of HubSpot. The user must have Account Access permissions enabled in their HubSpot account. They must also have access to the following subscriptions, access and permissions in their Practifi account:

  • Must be a System Administrator or assigned the HubSpot Integration Permission set to their user profile under their Available Permission Sets section.

  • Have all of the following user profile administrative permissions:

    • API Enabled 

    • View Setup and Configuration 

    • Modify All permission access on any objects (Accounts, Campaigns, Contacts, or Opportunities) that you would like to sync to HubSpot.

    • Modify Metadata

      •  This is essential to view data in the HubSpot Visualforce window. This is only required if you want to use the Visualforce window and sync deals to HubSpot.

    • Download AppExchange Packages 

    • Task Type field set to be Visible for your user profile

Installation

Downloading the AppExchange app

  1. Select the Marketplace icon marketplace in your HubSpot account in the main navigation bar and select App Marketplace.
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  2. Use the search bar within the App Marketplace to search for and select the Salesforce integration.
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  3. On the Salesforce's App Marketplace page, select Install app in the upper right-hand corner.
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  4. Select the Log in to Salesforce button.
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  5. A pop-up window with the login page of Salesforce will display on your screen. Enter your Practifi log-in credentials in this screen to log into your organization. Once you are logged into the Practifi organization, you will be redirected back to the HubSpot account.
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  6. To install HubSpot into your Salesforce organization, select the Start the Salesforce package installation to begin hyperlink.
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  7. Select the installation type of Install for All Users and then select Install.

  8. A dialogue box will display asking for the allowing of third-party access. Select the yes option in this dialogue box.

  9. Salesforce will then install the HubSpot integration package. This installation may take up to ten minutes to complete. When the installation is complete, the registered email-id in salesforce will receive an email stating that the installation was successful.

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  10. After the package has been installed, navigate back to the HubSpot connector wizard and select Next to finish the setup.
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Setting the Visualforce components of HubSpot in Practifi

  1. Within Practifi, select the Setup cog Setup_cog.pngin the upper right-hand corner and select Setup from the drop-down options.
  2. Select the Object Manager tab within Salesforce Setup. 
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  3. Within the Object Manager, search for and select the Contact object.
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  4. Select the Page Layout tab on the left-hand side within the Contact object.
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  5. From the Page Layout list, select the page layout currently in use by your organization to edit the layout.
  6. Click the Section item in the toolbar and drag and drop it into the desired location on the page layout.
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  7. In the dialog box, enter a Section Name — for example, HubSpot Information. Under Layout, select 1-Column and then select OK.
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  8. In the toolbar's left sidebar menu, select Visualforce Pages.
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  9. Select the HubSpot Lead Intelligence or HubSpot Contact Intelligence item in the toolbar and drag and drop it into the newly-created section on the page layout.
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  10. Hover over the new HubSpot Lead Intelligence or HubSpot Contact Intelligence Visualforce window and select the wrench icon in the top right-hand corner.
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  11. When the wrench icon is selected, the system will open a dialog box. Enter the following details:

    • Width - 100%

    • Height - 315

    • Uncheck the boxes for Show Scrollbars and Show Labels if they are selected.
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  12. Once this information is entered, select OK.
  13. Select the Save button to save the changes to the Page Layout. Once these changes are made, a section will be visible on the Contact page, which will display the HubSpot details.

Sync settings

  1. When the Visualforce changes are complete, select the Next button in the HubSpot AppExchange App Installer to head to sync settings.

  2. When you click on the Next button, it will ask you to choose the data sync settings and decide whether you want to go with the Recommended Set-up or the Advanced Setup. Select Recommended Set-up and then select Review settings.
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  3. Once the Setup is complete, navigate to the Hubspot Account and select the settings icon on the right-hand side of the screen.
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  4. Navigate to the Integration section and open the Connected Apps section and select the Salesforce App.
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  5. Select the tab for the object you want to map: ContactsCompanies, or Deals
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  6. To map new fields in the existing object, select the Add new field mapping button and select the fields in HubSpot and Salesforce to set the mapping and select the sync rule.

Selection of sync rules in Hubspot

The sync rule for your mapping dictates how data will be synced between HubSpot and Salesforce. The options for sync rule selection are as follows:

  1. Prefer Salesforce unless blank
    • HubSpot will only pass a value to Salesforce/Practifi if there is currently no value in Salesforce/Practifi.
    • If a value exists in Salesforce/Practifi, this value will always overwrite the existing value in HubSpot.
    • If you delete the value in Salesforce/Practifi, the value will also be deleted in HubSpot.
  2. Always use Salesforce
    • HubSpot will never pass data to Salesforce/Practifi, even if there is no value in Salesforce/Practifi.

    • If there is a value in Salesforce/Practifi, the value will always overwrite the existing value in HubSpot.

    • If you delete the value in Salesforce/Practifi, the value will also be deleted in HubSpot.

  3. Two-way
    • The most recent value will always overwrite any existing values. 
    • If the value is deleted in HubSpot, it will also be deleted in Salesforce/Practifi and vice versa.
  4. Don't sync
    • Data will never pass between HubSpot and Salesforce/Practifi.
    • If the value is deleted in HubSpot, it will not be deleted in Salesforce/Practifi and vice versa.
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Once a sync rule has been selected, click Save on both the field mapping and sync settings pages to finalize the rule. When all the settings are done, the user can set the sync frequency from Sync Settings.

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