The HubSpot integration is designed so that when you create a contract, a fixed set of HubSpot properties are transferred from HubSpot to Oneflow. To transfer additional data from HubSpot to Oneflow, you need to use the Custom Properties functionality in the Oneflow integration settings page. There you can set up which Hubspot properties (including any custom Hubspot property) you want to see in your Oneflow contract.
Note: To configure the Custom Properties functionality, you need HubSpot administrative privileges. Once configured, the additional properties will be available to all Oneflow users of the account.
Set up custom properties mapping
To configure Custom Properties, perform the steps described below:
- Log in to HubSpot as an administrator.
- Open any deal, and on the Oneflow widget, click Settings.
- Click Custom Properties.
The system will display all existing custom field mappings. If you have not set up mapping yet, the empty grid will appear.
- To add a new record, click the Add property mapping button.
- A new field mapping line will appear, where you'll need to set three values: Object, Property, Oneflow label.
Note: Please note that all three values are mandatory for mapping a property.
- Object - Select one of the Objects from this dropdown whose property you want to map. Currently, we support three HubSpot objects: Contact, Deal, and Company.
Note: Since the Oneflow system allows only three participants per contract, the custom properties for the Contact object will be transferred to Oneflow only for the first three contract Contacts. These properties will be displayed in Oneflow with postfix 1, 2, 3 depending on the contact sequence in the contract.
- Property- Select an object property that you want to transfer to Oneflow. The list of properties will differ depending on the selected object.
- Oneflow Label - The name of the HubSpot object property that you want to transfer to Oneflow. This label will appear in the Oneflow contract or template. By default, this text box will be populated by Objectname_propertyname; however, you can choose any name as an administrator.
Note: Each Oneflow label has to be unique for each account, i.e., any two properties you want to transfer cannot have the same Oneflow Label.
After you have selected all three values, you can continue adding more property mappings if required.
- Click the Sync button to make these properties available in Oneflow contracts and templates with Oneflow labels.
How to use custom properties
After setting up the custom properties mapping in HubSpot, let's see how to transfer these properties to Oneflow while creating a contract. In this chapter, we'll consider an example with the Orng no custom property created for the Company object in your HubSpot account (please refer to the Create custom properties article to learn how to create a custom property in HubSpot).
Please, follow the steps below to transfer a custom property to your Oneflow contract:
- Make sure your custom property is set up correctly as described in the Set up custom properties mapping chapter above.
- Log in to your Oneflow account as a simple user and navigate to the template where you want to use the custom HubSpot property.
- In the template, go to the field where you want to place your custom property and click the Data field icon.
Before creating the contract, please make sure that you have the Org no value exists in HubSpot; otherwise, you will receive an empty data field in Oneflow. In our example, we need to check if the Company organization number exists.
- Go to the HubSpot deal from which you want to create a contract and click the company name.
- Make sure the Org no is available for your company:
- Now that you have ensured that the custom field value exists, navigate to the Oneflow widget in the deal where you want to create the contract and click Create a contract. Please refer to the Getting started with HubSpot article to know more about creating contracts in HubSpot. Select the template where you have mapped the property from HubSpot and create the contract with the required participants.
- Click Navigate to contract.
- Verify if your custom field value is populated to the contract at the desired location (in our example, the Organization number).
Delete custom properties
If you want to delete a custom property configured (see the article to set up a custom property), you can do it in the HubSpot settings.
Note: To delete a custom property, you need administrator rights. To delete a custom property, follow the steps below:
- Log in to HubSpot as an administrator.
- Open any deal, and on the Oneflow widget, click Settings:
- Click the bin icon against the property you want to delete and then click Delete in the prompt that appears:
- When confirmed, click the Sync button to apply your changes.