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Getting started with HubSpot

TABLE OF CONTENTS

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.

The integration is configured by an administrator and consists of  four main parts outlined below:

Part 1. Enable  Hubspot integration in Oneflow.

Part 2. Create a HubSpot template in Oneflow.

Part 3. Get started with the Oneflow widget in HubSpot.

Part 4. Create a new contract.


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, it will be impossible to change the Oneflow account connected to that Hubspot account.

  • 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.


Part 1. Enable Hubspot integration in Oneflow

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

To enable the Hubspot integration in Oneflow, follow the steps below:
  1. In Oneflow, go to Admin settings > Account > Extensions, and enable the HubSpot extension

  1. Click the Hubspot link to open the settings page and click Authenticate to HubSpot. You will then be redirected to your HubSpot account.

  1. Select the HubSpot account you want to integrate with Oneflow and authorize the integration:


The integration is now active!


Part 2. 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 the Templates section and open the template to connect to Hubspot.

Note: The template needs to be active in Oneflow to show up in HubSpot.

  1. In the Settings pane, Template groups field, select Hubspot


After setting up the template group, you can create data fields for information that should be automatically passed from Hubspot to your Oneflow contract:

  1. Click a form field in your template, and then, in the toolbar that appears, click the tag icon (data field). A list of the available data fields will display. Select the data fields you need and click Save Template.



Note that the data fields get marked with a link symbol when you add data fields to a Form section.




Part 3. 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.

  1. When you open the deal, 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 no) in Hubspot and looks as follows in the Oneflow contract:


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


To change the registration number field:


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

  1. In the Oneflow - Settings window that appears, select any field in the Company registration number mapping field.



Stage mapping


You can now update stages in the HubSpot pipeline based on selected Oneflow contract lifecycle events. Multiple events can be mapped to HubSpot, although only signed or declined contract events are supported. Please note that the HubSpot deal close date is not updated. If there are other contract events that you would like to map to HubSpot, please let us know.

Note: Stage mapping does not affect deals with multiple contracts.

This feature is disabled by default but can be enabled quickly. 

To enable stage mapping in the Oneflow pane: 

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

  1. In the Oneflow - Settings window that appears, click Stage mapping and toggle the Disable stage mapping bar.



Part 4. Create a new contract

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


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



New contract from an existing deal


You can now create up to 4 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 WorkspaceTemplate, and Contacts (participants), and then click Create Contract.

Warning!


If the owner of the HubSpot Deal (a person with a Oneflow account) selects their company in the Company field or specifies themself as a Contact, it will result in an error in Oneflow.

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

 

  1. In Oneflow, edit the contract as 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:



New contract from a 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.

  1. In the Create deal window, specify the Deal nameCompany, and Contact, then click Create.

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


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

You will then be automatically redirected to the Oneflow application Contract view.

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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