HubSpot

The HubSpot steps connect your workflows to your HubSpot CRM. They work with Contacts, Companies, Deals and Tickets.

Use them to start a workflow when a deal moves to a new stage, keep records up to date, look up CRM data for your documents, and log generated documents on a record's timeline.

Use Trigger to start from a CRM event, Write record to save data, Find records to read it, or Add activity to leave a note or task.

Example

A real estate agency tracks deals in HubSpot. The workflow:

  1. Starts with the HubSpot trigger when a deal's Deal Stage changes to Contract sent.
  2. Generates a purchase agreement with a Document step, using the deal's properties.
  3. Uses a HubSpot - Add activity step to add a note to the deal with the agreement attached.
  4. Uses another HubSpot - Add activity step to add a task for the agent: "Follow up on the signed agreement", due in 3 days.

Connect your account

  1. Add a HubSpot step and click Sign in under Account.
  2. Click Continue to HubSpot and approve the requested permissions.
  3. You return to the workflow editor with the account selected.

Installing the app requires a HubSpot super admin or the App Marketplace Access permission.

If a step needs permissions the account has not granted yet, it shows Additional permissions required. Click Grant access to reconnect.

Trigger

The HubSpot trigger starts a workflow when a record is created or changes.

  • Account and Object - The HubSpot account and the object to listen to.
  • Start when - Record created, or Property changed.
  • Property - For property changes, the property to watch. You can watch the lifecycle stage, lead status or owner of contacts, the lifecycle stage or owner of companies, the deal stage or owner of deals, and the ticket status or owner of tickets.
  • Changed to - Start only when the property changes to this value, or Any value.
  • Properties to return - The record properties available to later steps. Common properties are selected for you. Click Add property to add more.

The trigger only listens while the workflow is published. Each event starts one run with the record's latest values. To try the workflow before publishing, click Test in the workflow editor and pick a record.

Output variables: Record (the Record ID, Record URL and the selected properties), Event Type, Event Time, Changed Property, Object Name and Object URL.

Write record

Creates or updates a record.

  • Account and Object - Where to write.
  • Action - Create record or Update record.
  • Record to update - For updates, the conditions that find the record. Exactly one record must match. If more than one matches, the step fails.
  • If no record matches - Fail the step, Create the record or Skip the step. A created record also gets the values from your "is" conditions, so it can be found next time.
  • Property values - Click Add property and enter a value, a variable (type @) or a formula. When creating, set the properties HubSpot requires, such as a deal name. When updating, empty values leave the property unchanged.

For dropdown properties, enter the option label or pick it from the list. Multi-select properties take several options separated by commas.

Output variables: Record ID, Record URL, Object Name and Operation (Created, Updated or Skipped).

Example: create a contact with first name, last name and email mapped from earlier workflow data.

Create a contact with first name, last name and email mapped from earlier workflow data.

Find records

Finds the records that match your conditions.

  • Account and Object - Where to search.
  • Properties to return - The properties of each record available to later steps.
  • Conditions - Choose All conditions or Any condition, then click Add condition. With no conditions, every record matches.
  • Sorting - Click Add sort to order the results.
  • Maximum records - Up to 1000 records. The default is 100.
  • When more records match - Fail the step, or Return the first matching records.

If nothing matches, the step succeeds with an empty list.

Output variables: Records (a list with the Record ID, Record URL and selected properties of each record), Record Count, Has More, Object Name and Object URL.

Add activity

Adds a note or a task to a record's timeline.

  • Account and Object - Where the record is.
  • Activity - Note or Task.
  • Record - The conditions that find the record. Exactly one record must match.
  • If no record matches - Fail the step or Skip the step.

For a Note:

  • Note - The note text. Type @ to insert variables.
  • Attachments - Documents generated earlier in the workflow. They are uploaded to a TemplateDocs folder in your HubSpot files.
  • Author - A HubSpot user's name, email or ID.

A note needs text or at least one attachment.

For a Task:

  • Title - Required.
  • Due date - A date or date and time. Empty means due right away.
  • Priority - None, Low, Medium or High.
  • Assigned to - A HubSpot user's name, email or ID.
  • Notes - Extra details for the task.

Output variables: Activity ID, Activity Type, Record ID, Record URL, Object Name and Operation (Added or Skipped).

Credits

Each run started by the HubSpot trigger costs 1 credit. Each HubSpot action step that runs (Write record, Find records or Add activity) costs 1 credit. The first 3 credits after the trigger are included in every run. See Credits.