Two-way sync (HubSpot)

Angelica Angelis
Angelica Angelis
  • Updated

Introduction

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.

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. Log into HubSpot as an administrator.
  2. Navigate to any HubSpot object (e.g., Deal, Contact, Company, Ticket, Quote, Listing, Appointment, Service, or Custom Object).
  3. Click on Settings in the Oneflow pane.
  1. Select the Two-way Sync & mapping tab.

  2. Select a HubSpot object from the first dropdown.


    Object: The HubSpot entity, e.g., This can be a:

    • Deal
    • Company
    • Contact
    • Ticket
    • Quote
    • Listing
    • Appointment
    • Service
    • Course
    • Custom object

    INFORMATION

    If you have linked properties belonging to any HubSpot object other than a Contact, the HubSpot object used to create the contract must have only one association of that type. If multiple associations exist, no data is transferred.

  3. Select a property from the second dropdown. Optionally, modify the automatically generated name for the mapped Oneflow data field.

    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).
  4. Select one or more of the following sync direction options.
    1. Sync-on-create (Default): The property's value is transferred 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.
    2. HubSpot to Oneflow: The property's value can be transferred from HubSpot to the mapped Oneflow data field after contract creation. See Pushing updates to Oneflow.
    3. Oneflow to HubSpot: The data field's value can be transferred from Oneflow to the mapped HubSpot property. See Fetching updates from Oneflow.
    4. For two-way sync, enable both HubSpot to Oneflow and Oneflow to HubSpot checkboxes.
  5. Click on Save Changes.

INFORMATION

  • Sync-on-create is enabled by default and cannot be disabled.

  • Disabling HubSpot to Oneflow also disables Oneflow to HubSpot.

Sync line item properties

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

INFORMATION

Do you use more than one product table? You can now map and sync line items from multiple product tables in HubSpot. Learn how to set up multiple product table support.

  1. In the Two-way sync & mapping tab, click Setup line Items to view mappings between HubSpot line item properties and Oneflow product table fields.

  2. Configure the sync direction options for each HubSpot line item property by selecting one or more of the following checkboxes.

    1. Sync-on-Create (Default): The line item property's value is transferred 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.
    2. HubSpot to Oneflow: The line item property's values can be transferred from HubSpot to Oneflow product tables even after contract creation. See Pushing updates to Oneflow.
    3. Oneflow to HubSpot: The product table field's value can be transferred from Oneflow to the mapped HubSpot line item property. See Fetching updates from Oneflow.

    For two-way sync, enable both HubSpot to Oneflow and Oneflow to HubSpot checkboxes.

  3. Click Save Changes.

NOTE

  • Enable Oneflow to HubSpot to sync product table fields back to HubSpot line item properties.
  • For two-way sync, enable both directions.
  • Sync-on-create syncs line item fields to product table fields once (during contract creation).

By default, HubSpot line item properties map to these Oneflow product table fields: Name, Description, Price, Discount, Quantity, Tax.

NOTE

  • Default mappings (property → product table field) cannot be changed. You may rename the visible field labels in the contract after creation.

  • Line items are considered recurring products only if the TERM (Recurring)  column value is populated in the HubSpot deal's line items. When a line item has a term value, its price maps to Price 2 in Oneflow (instead of Price 1). Ensure the Price 2 column is enabled in your template.

Tax Sync

Tax values are transferred from the HubSpot TAX RATE line item property as percentages and rounded to 3 decimal places.

  • Tax can be synced during contract creation (Sync-on-create) and via Push updates to Oneflow.

NOTE

Tax values cannot be fetched from Oneflow back to HubSpot.

Default sync configurations

  • On first launch, HubSpot properties are mapped to a default set of Oneflow data fields.
  • Sync-on-create is the default direction for these fields.

Product tables

When transferring line items from HubSpot to Oneflow, price visibility depends on enabled columns in the product table of the contract’s template.

  • If Price 1 is enabled and Price 2 is disabled, prices appear in Price 1.
  • If Price 1 is disabled and Price 2 is enabled, prices appear in Price 2.
  • If both are enabled, prices appear in Price 1; recurring line items appear in Price 2.
  • If both are disabled, prices are stored in Price 1 but not visible until enabled.

Date formats

Date/time properties from HubSpot are automatically converted when syncing to Oneflow. Once the contract is created, the date format is fixed.

Change the predefined date format in Oneflow:

  • Admin > Workspaces > [Workspace_name] > Branding > Date format.
  • Admin > Account overview > Edit > Date format.

Currency sync

If enabled, line item currency in HubSpot is reflected in the Oneflow product table.

For instance, if the line item’s Unit price is 11.99 USD, the same currency unit (i.e. 'USD') will be transferred to the product table in the Oneflow contract as a postfix or a prefix depending on your configuration.

To enable currency sync:

  1. In HubSpot > Oneflow settings > Two-way sync & mapping > Setup line Items, enable the Sync on create checkbox for Currency and click Enable. (Optionally, enable the HubSpot to Oneflow checkbox to push updates from HubSpot to Oneflow after contract creation).

     

  2. Choose whether the currency unit is a prefix (e.g., USD 11.99) or postfix (11.99 USD) in the Oneflow product table. 

  3. Click Save changes.

INFORMATION

  • Enabling currency sync overrides template-level Price display settings.
  • If currency sync is disabled, only the numeric price value is transferred.
  • If you change the deal’s currency after contract creation, update line items in HubSpot, then push updates to Oneflow.

Monitor contract data changes

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

Push updates to Oneflow

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

INFORMATION

  • Pushing updates will only update Oneflow data field-property mappings with a sync direction of HubSpot to Oneflow or two-way sync.
  • Ensure the HubSpot to Oneflow sync direction (or two-way sync) is enabled for the field mapping in Settings.
  • Data fields set only to Sync-on-create will not be updated via the push operation.
  • "Push updates" include changes made to HubSpot properties relating to any HubSpot object (e.g., Deal, Contact, Company, Ticket, Quote, Listing, Appointment, Service, or Custom Object). The mapped data fields in Oneflow are updated with the latest values of the HubSpot properties.
  1. Open any HubSpot object (e.g., Deal, Contact, Company, Ticket, Quote, Listing, Appointment, Service, or Custom Object) in HubSpot.
  2. Change one or more HubSpot property values.
  3. In the Oneflow pane, open the Actions dropdown on a contract card.
  4. Click Push Updates to Oneflow.
  1. Select Confirm.
  1. A confirmation message shows the sync status. See Sync Status Scenarios.

NOTE

Push Updates to Oneflow is disabled when the contract is Signed or Declined. When the status is Pending, you can push updates.

Sync status scenarios

  1. The contract does not have a main product group for setting products.
    Resolution: Add a Product Table to the HubSpot template used for contract creation in Oneflow.

 
  1. The unit discount price for one or more products is higher than the unit price.
    Resolution: Ensure Unit Discount < Unit Price for all line items.


 

  1. Invalid contract state: The contract cannot be modified because it is signed or declined.
    Resolution: Ensure the contract's status is Pending.
  1. 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 or choose to manually fetch updates.

Automatically fetch updates

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

WARNING

  • Changes made in Oneflow before enabling the toggle must be fetched manually.
  • Changes to data fields in Oneflow will not be fetched automatically if the contract is in a Draft state.

To disable automatic fetching:

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

Manually fetch updates

NOTE

  • Fetching updates will only update HubSpot property mappings with a sync direction of Oneflow to HubSpot.
  • Ensure the Oneflow to HubSpot sync direction is enabled for the field mapping in Settings.
  • Properties set only to Sync-on-create will not be updated via the fetch operation.
  • "Fetch updates" include changes made to data fields (or product table fields) in a Oneflow contract. The mapped properties in HubSpot are updated with the latest values of the Oneflow data fields.
  1. Change one or more data fields in your Oneflow contract.
  2. Open the related HubSpot object in HubSpot  (e.g., Deal, Contact, Company, Ticket, Quote, Listing, Appointment, Service, or Custom Object).
    1. The Sync Update field shows Updates are available in Oneflow when changes exist.
  1. In the Oneflow pane, open the Actions dropdown on a contract card.
  2. Click Fetch updates from Oneflow.
  1. Select Confirm.
  2. A confirmation message shows the sync status. See Sync Status Scenarios.
    1. After a successful fetch operation, reload the HubSpot page to view updated values.
    2. When all updates have been fetched, the contract state changes to Pending.

NOTE

  • Fetch Updates from Oneflow is disabled when the contract is Declined. Once it is Pending, you can fetch again (even post-sign changes can be fetched).
  • Consider the HubSpot object type used to create the contract. For example, Deal properties won't update if the contract was created from a different object type such as a Company or Contact.
  • Certain Oneflow data fields cannot be synced back to HubSpot: Deal owner name/email, Participant full name, Product description, tax, and currency.
  • HubSpot properties of types Calculation, Score, and HubSpot user cannot be updated via fetch.

Fetch complex data types

You can synchronize values for the following field types:

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

Map corresponding HubSpot properties in Two-way sync & mapping, then use Fetch updates from Oneflow or enable automated fetch.

IMPORTANT

When entering values in Oneflow, ensure they match the expected format for the mapped HubSpot property.

Multiple checkboxes

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. 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.

Single checkbox / Dropdown / Radio: 

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. 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.

Sync status scenarios

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

Configure deal amount

When enabled, the HubSpot deal amount updates automatically when you fetch product updates from Oneflow. The mapped deal amount data field and Oneflow contract value are updated as well.

INFORMATION

This feature is turned off by default.

To enable automatic deal amount updates on fetch:

  1. Log into HubSpot as an administrator.
  2. Navigate to a Deal.
  3. Click Settings in the Oneflow pane.
  4. Select the Two-way Sync & mapping tab.
  5. Click Configure Deal Amount.
  6. Enable the toggle.

  7. Select the Default deal amount calculation method from the dropdown.

IMPORTANT

The Default deal amount chosen here must match the equivalent setting in HubSpot.

After configuration:

  • The HubSpot deal amount updates when product updates are fetched from Oneflow.
  • If automatic fetch is enabled, the update happens immediately after you save changes in Oneflow. Otherwise, fetch manually.
  • The Oneflow deal amount data field and contract value are also updated.

Transferring decimal values to Oneflow contracts

When creating a contract, pushing changes to Oneflow, or fetching changes from Oneflow, you can transfer line item prices and quantities containing decimal values.

  • Price: Up to 4 decimal places are supported for Price fields in Oneflow. Higher precision from HubSpot is rounded to 4 decimals on transfer (applies to both Price 1 and Price 2 fields in Oneflow).
  • Quantity: All decimal places present in the HubSpot line item value are transferred to Oneflow.

INFORMATION

  • The template used to create the contract must contain one or more product tables.
  • Create a contract using a template with product tables to transfer decimal prices.
  • Changes to line item prices or quantities can be transferred via Push updates.
  • Decimals can also be transferred from Oneflow to HubSpot via Fetch updates.

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request