Zuper <>HubSpot workflow automation
With the HubSpot – Zuper Integration, currently you can create a job in Zuper from HubSpot using the Zuper widget on the right-side pane. This provides flexibility in creating a job to suit your different needs. You can specify the job details in the form and create a job. But this will involve some manual effort.
HubSpot Workflow Automation allows you to set up the automatic creation of jobs from deals and tickets from HubSpot to Zuper. You will have greater control over when data from HubSpot is pushed using triggers and how the data is pushed to Zuper with the mapping table. You can push a deal or a ticket to a job as well as sync customers and organizations data.
Pre-requisites:
- You need to be in Hubspot Professional plan or Enterprise plan.
- Ensure Hubspot<>Zuper Integration is set up (Use this link to setup).
How to install and use Zuper - HubSpot integration
Install HubSpot
1. Log in to your “HubSpot” account and go to the app marketplace.
2. From the app marketplace, navigate to Customer Service, then Field Service Management, and select "Zuper."
Click here to know more about HubSpot installation.
Data Flow:
With workflow automation, we can define how data flows between Hubspot and Zuper. Currently, Data flows from the following Hubspot to Zuper modules are supported:
|
HubSpot |
Zuper |
|
Deal |
Job |
|
Ticket |
Job |
|
Contact |
Customer |
|
Company |
Organization |
Module-level data flow is predefined and cannot be changed i.e. data from deal will always flow into Job and vice versa.
Within each module, the fields are mapped which can be controlled by you in the mapping table as explained in the following section. Flows can be unidirectional or bidirectional.
Field Pairing
In the integration between Zuper and HubSpot, field pairing is the method used to specify how the fields in Hubspot are connected to the fields in Zuper. This process guarantees that data is accurately moved and interpreted between the two systems.
1. Map the "Deal to Job" fields. HubSpot's fields gets sync with Zuper field.
a. Deals field in HubSpot will get synced with Job fields in Zuper.
b. Contacts field in HubSpot will get synced with Customer fields in Zuper.
c. Company fields in HubSpot get synced with Organization fields in Zuper.
You can use any one of the arrows to define the way the sync should happen.
i) Single forward and backward arrow represents one way sync.
ii) Two parallel arrows represents two way sync.
Note: Click the "Add Field" button to add the additional fields for mapping.
Note: The Default value column lets you define the default value to be used in case it is empty in Zuper / HubSpot.
2. Map the "Ticket to Job" fields. HubSpot's fields gets sync with Zuper field.
Click the "Save Changes" button to save & configure the workflow.
Field Pairing should be specified for all modules which need to be synced between Hubspot and Zuper. Each HubSpot field can be mapped to one Zuper field.
Setup automated workflow
After field mapping is done, you can now set up the workflow to perform the action in an automated process. Trigger workflow in HubSpot and you can see the action in Zuper.
1. Go to Settings -> Automations and click the “+New Workflow.” Select Deal based or Ticket based workflow.
2. The initial step is enrollment.
3. You can set up the conditions for the trigger to happen.
4. The event is successfully selected.
5. Here the relevant Zuper action will be available and can be set here.
6. The deal from HubSpot will be pushed as Job in Zuper. Click the "Review and publish" button.
7. You can review the configurations set and turn on the workflow.
Note: Once the workflow is set up and a new Deal/Ticket is created that satisfies the corresponding job, it will be created on Zuper with the field mapping specified by you. When a field value is updated in Zuper, it will correspondingly update in HubSpot when the direction of sync is Zuper to HubSpot and vice versa. The fields set to sync bidirectionally will have their values updated whenever the update happens on either system.
The automation has now been set up and is live. Once a Deal/Ticket meets the configured trigger criteria, the object data will be pushed to a Zuper job as per the field mapping specified. The fields will also be kept in sync as per the sync direction specified.
For data flow to happen between other modules, relevant workflows need to be set up. For eg. For data to flow between Ticket to Job, a ticket-based workflow needs to be set up with the relevant Zuper action.
Important Points:
- It is recommended that only one workflow be set up for each Zuper module sync. i.e. When moving data from a deal to a job, only one deal-based workflow using a Zuper action should be created.
- For Certain Fields, for e.g. calculated fields, the direction of sync can be only unidirectional where they are the source field.
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