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Getting started with HubSpot

Setting up the Oneflow integration is easy! Check out this article, and you will learn how to set up, activate, and use your HubSpot CRM integration with Oneflow.

Special notes:

Before getting started with the Oneflow integration, be sure to pay attention to the following:

  • Admins register users with the same email address they use in Oneflow and the associated HubSpot account.

  • You can only connect one Oneflow account to a specific HubSpot account. Subsequently, changing the Oneflow account connected to that HubSpot account will be impossible.

  • To activate the integration, you must have the Sales Professional and Super Admin roles in HubSpot.

  • When inviting a user as a HubSpot admin, add them as a Sales Professional if you want them to use the products.

  • When upgrading your account to Sales Professional, it will take some time before Oneflow has the correct scope of e-commerce.

  • Note that collections are now called workspaces.

Enable HubSpot integration in Oneflow

Note:

Before getting started, ensure you are signed in to your HubSpot and Oneflow accounts with the same email address.

  1. In Oneflow, go to Admin > Account > Extensions, and enable the HubSpot extension

  2. Click the HubSpot link to open the settings page > Authenticate to HubSpot. You will then be redirected to your HubSpot account.

  3. Select the HubSpot account you want to integrate with Oneflow and authorize the integration:
    The integration is now active!

Create a HubSpot template in Oneflow

After configuring the integration, you need to activate the HubSpot template group in all the Oneflow templates to connect these templates to HubSpot.

You need to activate the HubSpot template group separately for each template:

  1. In the Oneflow app, go to Templates and click Create template or open an existing template to connect to HubSpot.

    Note:

    The template must be active in Oneflow to show up in HubSpot.

  2. In the Settings tab, Template groups field, select HubSpot

  3. After setting up the template group, you can create data fields for information that should be automatically passed from HubSpot to your Oneflow contract.
    Click a form field in your template, and then click the tag icon (data field) in the toolbar. A list of the available data fields will display. 

    Note:

    If your template has no Form field, you can add one by clicking the + icon > Form > Add field.
  4. In the Data field, select a predefined data field and click Save.

  5. The data fields get marked with a link symbol when you add data fields to a Form section.

  6. When you're done with creating the template, click Save template changes.

Get started with the Oneflow widget in HubSpot

Now that the Oneflow setup is done, you can start using the Oneflow integration in HubSpot:

  1. In HubSpot, open any deal or create a new one; the Oneflow module will display in the right pane.

Registration number mapping

The registration number of the company (Reg No.) is transferred from the company's Organization number (Org noin HubSpot and looks as follows in the Oneflow contract:

As a Oneflow admin, you can change the field set as the registration number in the company settings in HubSpot. 

To change the registration number field:

  1. In the Oneflow pane of a HubSpot deal, click Settings.

  2. In the Oneflow - Settings window that appears, select a field in the Company registration number mapping field with which you want to map the company registration number.

Custom stage mapping

Hubspot integration can manage deal stages in different pipelines according to the contract status created from the deal with the pre-configured values. You can set up this functionality under the Stage mapping tab on the Oneflow  Settings page.

Note:
To configure Stage mapping, you need to be logged in to HubSpot as admin. Once configured, the deal stage will be updated automatically when the contract status is changed.
Stage mapping does not affect deals with multiple contracts.

Configure stage mapping

To configure stage mapping:

  1. Click the Stage mapping tab.
    The system will display the list of Pipelines in your Hubspot account, and you can configure stage mapping for each.

  2. Select the pipeline to which you want to configure the stage mapping.

  3. Click the toggle button to enable stage mapping for the selected pipeline.

  4. You can select the targeted deal stage for each contract status change. The deal stages in the dropdown are based on the selected pipeline.

    Note:
    Please note that you can opt for No stage change if you don’t need any stage change for a particular contract status change.
  5. Apply the changes before you navigate to configure another pipeline.

  6. You can configure stage mapping for every pipeline and individually enable or disable it.

Custom properties

Under the Custom Properties tab, you can configure your company's custom properties. To set up properties in Hubspot, you want to sync in Oneflow:

  1. In the Oneflow pane of the deal, click Settings.

  2. In the Oneflow - Settings window, go to the Custom Properties tab.

  3. Click Add property mapping, select an object, and define its properties.

  4. Click Sync.

Create new contract

Now that the setup is complete, you can create contracts in HubSpot using the Oneflow widget.

You can create contracts based on an existing deal or during the creation of a new one. See the following chapters to learn more about these alternatives.

Existing deal

You can now create up to 10 contracts per HubSpot deal!

To create a contract from a HubSpot deal:

  1. In HubSpot, open a deal, and in the Oneflow pane, click the Create Contract button.

  1. The Oneflow - Create contract will appear. Select the Workspace, Template, and Contact, and then click Create contract.

    Contact details such as email address and phone number also can be selected along with the type for each contact while creating a contract.

    Note:

    Select at least one contact from the contact list to enable the Create Contract button.

  2. If the relevant Hubspot Deal has an associated company, it will be listed in the 'type' dropdown, along with an option to select if the contact is an 'individual'. In the instance of no organizations associated with the Hubspot deal, there will be only one option in the type dropdown as 'individual'. If the Hubspot Deal has a company associated with it, but the name of the company is missing, the dropdown will have an option as 'Undefined Company'.

  3. Click Navigate to contract to be redirected to the Oneflow application.
  4. In Oneflow, edit the contract per your needs and click Send to send the contract to all contract participants. 
    When you create a contract, the HubSpot deal will also display relevant information such as the deal owner, company, and contacts created for that deal:

Note:

The user can also view relevant warning messages when fields such as phone number or email address are missing or in an incorrect format .

New deal

Alternatively, you can create a contract while creating a new deal. 

In this case, perform the following:

  1. In HubSpot, click Sales > Deals and click Create deal.

  2. In the Create deal window, specify the Deal nameCompany, and contact, then click Create.

  3. The Contact and Company added above will display in the deal view. Click the Create Contract button in the Oneflow pane.

  4. The fields specified in step 2 will automatically be populated in the Create Contract window. Click the Create Contract button.

  5. Click Navigate to contract to be redirected to the Oneflow application.

  6. The Company will be added as the counterparty in the Oneflow contract. The Company Contacts and contact information specified in step 2 will appear as the contract participants.


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