Two-way sync

This article serves as a guide on how to use the two-way sync feature and make the most out of it to optimize your flow.

Introduction

You can use the Two-Way Sync feature to map and synchronize data fields between HubSpot and Oneflow in one or more of the following ways.

• Sync data fields from HubSpot to Oneflow.
• Sync data fields from HubSpot to Oneflow and from Oneflow to HubSpot (Two-way sync).
• Use the default Sync-on-create option to sync and send data fields to Oneflow when you create a contract from HubSpot.

Configure Two-way sync for HubSpot properties

1. Navigate to 'Two-Way sync & mapping'

1. Log into HubSpot as an administrator.
2. Navigate to a Deal, Contact, or Company.
3. Click on Settings in the Oneflow pane.
4. Select the Two-way Sync & mapping tab.

Note:
The Setup Properties tab was previously known as Custom Properties.
To learn how to map new properties, see Map HubSpot properties to Oneflow data fields.

• Object: The HubSpot entity. I.e. This can be a:
  • Deal
  • Company
  • Contact
  • Ticket
  • Quote
  • Custom object
• Property: Each HubSpot object will have its own properties or attributes. 
• Oneflow Label: The data field in Oneflow (to which the HubSpot property is mapped).
• Sync-on-create (Default): The property is synced from HubSpot to a Oneflow data field when the contract is created (i.e. syncing occurs only once). This sync direction is enabled by default.
• HubSpot to Oneflow: The property is synced from HubSpot to the mapped Oneflow data field.
• Oneflow to HubSpot: The data field is synced from Oneflow to the mapped HubSpot property.

Note:

If you have linked properties belonging to a Ticket, Quote, or Custom Object in HubSpot to data fields in Oneflow, then the HubSpot object (i.e. Deal) used to create the contract should have only one ticket, quote, or custom object associated with it. If multiple tickets, quotes, or custom object associations exist in the object used to create the contract, no data would be transferred from HubSpot to Oneflow.

2. Configure the data fields

5. Select a HubSpot object from the first dropdown.
6. Select a property from the second dropdown. (i.e. the HubSpot property to be mapped).
7. Type in a name for the Oneflow data field (to which the HubSpot property is mapped).
8. Select one or more of the following sync direction options by ticking the relevant checkboxes.
   i. Sync-On-Create (Default)
   ii. HubSpot to Oneflow
   iii. Oneflow to HubSpot
   
   For instance, if you want to sync data fields from Oneflow to Hubspot and vice versa (two-way sync), make sure both checkboxes are selected. However, if you only want to sync data in one direction, select the HubSpot to Oneflow checkbox.
9. Click on Save Changes.

Note:
The Sync-on-create option is enabled by default and cannot be disabled.
Disabling the HubSpot to Oneflow sync direction will also disable the Oneflow to HubSpot sync direction.

Sync line item properties

You can also sync line item properties in a HubSpot deal with product table fields in a Oneflow contract.

1. While on the Two-way sync & mapping tab in Settings, click on the Setup Line Items tab to view your product mapping configurations.
2. Configure the sync direction options for each line item property (product field) by selecting one or more of the following checkboxes.
   i. Sync-on-Create (Default)
   ii. HubSpot to Oneflow
   iii. Oneflow to HubSpot
3. Click on Save Changes.

Note:
To sync product fields from Oneflow to HubSpot, select the corresponding checkbox.
To sync product fields from Oneflow to HubSpot and from HubSpot to Oneflow, make sure both checkboxes are selected.
Sync-on-create is the default sync direction. Product fields are synced once from HubSpot to Oneflow when the contract is created from HubSpot.

By default, line item properties in HubSpot are mapped to the following product table fields in Oneflow.

• Name
• Description
• Price
• Discount
• Quantity.

Note:
You cannot change the default mappings (i.e. line item property to product table field). However, you may edit the field names in the product table in Oneflow after you have created a contract. In this case, note that the field names in your contract will differ from the defaults.
If the product type is a recurring product, then the price field's value in HubSpot is mapped to the Price 2 field in Oneflow. Ensure the Price 2 field is enabled in Oneflow for recurring products. For more information, see Data Fields.

Default sync configurations for new customers

• The HubSpot properties are mapped to a set of default data fields in Oneflow for new customers (on the first launch of the application).
• Sync-on-create is the default sync direction for the default data fields. Data fields are synced from HubSpot to Oneflow when the contract is created.

Monitor contract data changes

When data fields, or product fields are changed in Oneflow, a notification appears in the Sync Update label of the contract card (Updates are available in Oneflow).

• Fetch updates (Oneflow to HubSpot): Changes made to data fields in Oneflow can be synced to their mapped HubSpot properties.
  • To update HubSpot properties (after changes are made in Oneflow):

1. Enable Automatic fetching of updates.

2. Manually Fetch updates from Oneflow.

• Push updates (HubSpot to Oneflow): Changes made to HubSpot properties can be synced to their mapped data fields in Oneflow.
  • To update Oneflow data fields, use the Push updates to Oneflow option.

Push updates to Oneflow

Once you have made changes to HubSpot properties, you need to sync these changes to their mapped data fields in Oneflow. This updates Oneflow data fields with the values of their mapped HubSpot properties.

1. Navigate to a Deal, Contact, or Company within HubSpot.
2. Change the values of one or more HubSpot properties.
3. In the Oneflow pane, click on the Actions dropdown under a contract card.
4. Click Push Updates to Oneflow.
5. Select Confirm.
6. A confirmation message then appears displaying the sync status. For more information, see Sync Status Scenarios.

Note:
The Push Updates to Oneflow option is disabled when the contract is in a Signed or Declined state.
Once the contract's status is Pending, you may push updates to Oneflow.

Sync status scenarios

1. The contract does not have a main product group for setting products.To resolve this error, log in to Oneflow and add a Product Table to the HubSpot template (i.e. the template used to create contracts in HubSpot and is assigned to the 'HubSpot' template group).
   
2. One or more product quantities are in decimals.
   To resolve this error, make sure the line item quantities are entered as integers.
   
3. The unit discount price for one or more products is higher than the unit price.
   To resolve this error, make sure the Unit Discount price is less than the Unit Price for all line items.
   
4. Invalid contract state - The contract cannot be modified because it is signed or declined.
   To resolve this error, make sure the contract's status is Pending.
   
5.  Successful Sync operation - Your HubSpot data was synced with the Oneflow contract.

Fetch updates from Oneflow

Once you have made changes to data fields in Oneflow, you can sync these changes to their mapped properties in HubSpot.

You can enable automatic fetching of updates or choose to manually fetch updates.

Automatically fetch updates

To enable automatic fetching of updates from Oneflow to HubSpot, perform the following.

1. Click on Settings in the Oneflow pane.
2. Select the Two-way Sync & mapping tab.
3. Enable the Automatically update changes from Oneflow to HubSpot toggle.
4. Click Close on the message that appears.
   
5. Your HubSpot properties will now update in real-time whenever data fields in Oneflow are changed.

To disable automatic fetching of updates from Oneflow to HubSpot, perform the following.

1. Disable the Automatically update changes from Oneflow to HubSpot toggle.
2. Click Close on the message that appears.
   

Manually fetch updates

1. Change the values of one or more data fields in your Oneflow contract.
2. Navigate to a Deal, Contact, or Company within HubSpot. 
   1. The Sync Update field under the contract changes to Updates are available in Oneflow when data fields have been updated in Oneflow.
      
3. In the Oneflow pane, click on the Actions dropdown under a contract card.
4. Click Fetch updates from Oneflow.
   
5. Select Confirm.
   
6. A confirmation message then appears displaying the sync status. For more information, see Sync Status Scenarios.
   1. Following a successful fetch operation, you may reload the HubSpot page to view the updated property values.
   2. Once all updates have been fetched from Oneflow, the contract's state will change to Pending.

Note: 
The Fetch Updates from Oneflow option is disabled when the contract is in a Declined state even if updates are available on Oneflow.
Once the contract's status is Pending, you may then fetch updates from Oneflow. Changes made to data fields after the contract is signed can also be fetched.
Consider the HubSpot object type (Deal, Contact, Company) when fetching updates from Oneflow.
If you created your Oneflow contract using a Company or Contact in HubSpot, then any data fields relating to Deal properties in HubSpot will not be synced even if you have made changes to them.
Changes to Oneflow data fields mapped to the following HubSpot properties cannot be synced back to HubSpot through the fetch option.
Deal owner name
Deal owner email
Participant full name
Product description
Additionally, data fields mapped to the following HubSpot property types cannot be synced from Oneflow to HubSpot.
Calculation
Score
Hubspot user

Fetch complex data types

You can synchronize values in Oneflow data fields with HubSpot properties with the following field types.

• Multiple checkboxes
• Single checkbox
• Dropdown select
• Radio select

You can map HubSpot properties with corresponding field types to data fields in Oneflow using the Two-way sync & mapping tab.

To transfer changes made to these data fields back to their properties in HubSpot, use the Fetch updates from Oneflow option or enable automated fetch.

• When entering values to a Oneflow data field mapped to a multiple checkbox property in HubSpot, each value needs to be separated with a semicolon.
  Note:
  Text values that do not match any options in the property will be ignored and will not be transferred to HubSpot.
  • Example: Assume a multiple checkbox property in HubSpot called Required options contains three options (Option 1, Option 2, Option 3).
  • Then assume the Required options property is mapped to a Oneflow data field called Deal_required options. A Oneflow contract is then created from the deal and a customer selects two options (Option 1 and Option 3).
  • This is denoted in the corresponding Oneflow data field as:

    Option 1;Option 3

    
  • When fetching updates from Oneflow to HubSpot, Option 1 and Option 3 of the Required options property will be in a checked state.
    
• When entering values to a Oneflow data field mapped to a single checkbox, dropdown select, or radio select property in HubSpot, ensure that the value is an exact match to at least one of the options in the HubSpot property.
  Note:
  Text values that do not match any options in the property will be ignored and will not be transferred to HubSpot.
  • Example: Assume a single checkbox property in HubSpot called Invoice Type contains the following options.
  • Then assume the Invoice type property is mapped to a Oneflow data field called Deal_Invoice Type. A Oneflow contract is then created from the deal and a customer selects the E-mail option.
  • This is denoted in the corresponding Oneflow data field as:

    E-mail

    
  • When fetching updates from Oneflow to HubSpot, the Invoice Type value is set to E-mail.

Update deal amount

When this feature is enabled, the deal amount property in HubSpot will update automatically whenever you fetch product updates from Oneflow to HubSpot. Additionally, the deal amount data field (if mapped) and the contract value in Oneflow will be updated as well.

To enable automatic deal updates on fetch:

1. Log into HubSpot as an administrator.
2. Navigate to a Deal in HubSpot.
3. Click on Settings in the Oneflow pane.
4. Select the Two-way Sync & mapping tab.
5. Click on Configure Deal Amount.
6. Enable the toggle.
7. Select the Default deal amount from the dropdown. This is the method through which the deal amount is calculated.
   
   Note:
   The Default deal amount setting you select on this page needs to be the same as the equivalent setting in HubSpot.

8. The deal amount property in your HubSpot deal will now dynamically adjust when product updates are fetched from Oneflow.

   Note:
   If automatic fetch is enabled, the deal amount property will update immediately after you save changes in your Oneflow contract.
   If automatic fetch is disabled, then you will need to fetch updates manually to update the deal amount.

   Additionally, the deal amount data field and the contract value of your Oneflow contract will be updated as well.

Sync status scenarios

1. The requested contract does not exist (The contract could have been deleted in Oneflow).
2. Successfully fetched updates.