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HaloITSM Guides

Documentation to assist with the setup and configuration of the HaloITSM platform

Guides > Hubspot Integration

Hubspot Integration

A hubspot account can be connected to Halo & allow for 2-way syncing of Companies and Contacts.


Connecting to Hubspot


The first step involves connecting your Hubspot account to Halo. To do this, head to Configuration>Integrations>Hubspot & click 'Connect to Hubspot':



You will then be prompted to log in to your Hubspot account & redirected back to Halo upon successfully logging in.




Company Imports



Once connected, you will first be presented with the 'Companies' section. Here, you set the lifecycle stages to include - which effectively allows you to filter what companies are imported into Halo (based on their Lifecycle Stage in Hubspot):



Below this, you have a Customer mapping table. This table allows you to establish which Customers in Hubspot equate to those in Halo (this is to avoid duplication of Customers in Halo when their names are not identical in Hubspot):



(Non-mapped Customers will match to Halo Customers by name).


Once you have filled your Customer mapping table with respective Hubspot/Halo Customer pairs, you can add to the 'Field Mappings' table:



This table allows you pull in additional information from Hubspot - Hubspot fields can be mapped to Custom Customer fields in Halo (which can be created via heading to Configuration > Custom Objects > Custom Fields, then selecting the 'Customer' entity):



NB: The type of field from Hubspot must be mapped to a Custom field in Halo of the same type, i.e: mapping a checkbox field from Hubspot will require you to map to a Halo field of type 'Checkbox'


Once you've filled this out, click 'Import Companies' to bring your Hubspot Customers into HaloPSA.


Importing Contacts


Contacts can also be imported from Hubspot into Halo. In a similar fashion to the above point, you can also map contact fields between Halo & Hubspot:


 

These fields, just like the Customer fields, need to be of a similar type.


When establishing field mappings (for Companies & Contacts), you will see an option to 'Sync back to Hubspot':



When checked, this data will be sent back to Hubspot (provided you have enabled syncing back to Hubspot - details to follow). 


Finally, in the Contacts section, you will find a 'Default Site for new Users':



This is used as a fail-safe; if a user is imported from Hubspot but their Company record has not been mapped/imported, then the user will be located at the site specified here.


Importing/Syncing Items

Items can also be imported and synced between Hubspot and Halo. In a similar fashion to the above point, you can also map item fields between Halo & Hubspot. 

First you will need to choose an item group for new items, this will be the group that new items are created under in Halo when synced from Hubspot into Halo. 


Then you can map Hubspot item fields to Halo item fields using the mapping table. When mapping items you will have a 'Field sync option' this determines the direction of the sync, e.g. Hubspot to Halo only will create and update this field in Halo when changed in Hubspot but will not push changes from Halo to Hubspot. Bidirectional will push changes that are made in either application. Once mapped hit 'import items' to bring items into Halo from Hubspot. 


If you would like items to sync between Halo and Hubspot each time they are updated you will need to enable the item webhooks, found under the 'Webhooks' tab this allows a two way sync. 


Importing Quotations

Quotations can also be imported from Hubspot into Halo. In a similar fashion to the above point, you can also map quote fields between Halo & Hubspot. 


Head to the 'Quotations' tab and map Hubspot quotation fields to Halo quotation fields using the mapping table. When mapping item fields you will have a 'Field sync option', for quotations data can only be imported from Hubspot into Halo. Once mapped hit 'import Quotations' to import quotations from Hubspot. 


If you would like each change to quotations in Hubspot to sync to Halo, enable the quotation webhooks under the 'Webhooks' tabs. These webhooks will only sync changes in Hubspot into Halo.


Importing Deals

Deals can also be imported from Hubspot into Halo. In a similar fashion to the above point, you can also map deal fields between Halo & Hubspot. 


First select the ticket type that you would like the Hubspot deal to create in Halo. 


Then add mappings for Hubspot deal fields to halo ticket/opportunity fields, you will be given a 'Field sync option', some fields can only sync one way, others can sync both. 


Once mappings are set 'Import deals', you will be given a preview of the deals that will be imported before the import begins. Only open deals will be able to be imported but if you do not want certain deals to be imported you may want to filter these results and only import selected deals. 


If you would like each change to a deal in Hubspot to sync to Halo, enable the deal webhooks under the 'Webhooks' tabs. These webhooks will only sync changes in Hubspot into Halo. Webhooks will sync changes when a deal is created, updated or deleted in Halo. If you do not import an existing deal in Hubspot then any further changes to this in Hubspot will not be synced to Halo as it does not exist in Halo. If a new deal is created in Hubspot after the webhooks are enabled this will create the deal in Halo and sync further changes. 



Scheduling Imports


The import process can also be set up on an automated schedule via The Halo Integrator. Simply enable the below option & select what you would like to automatically import and, provided The Halo Integrator schedule has been created, that is all you need (NB: if we are hosting Halo for you, this is something our infrastructure team can action):




Syncing to Hubspot


The syncing of data between Hubspot & Halo is 2-way, meaning you can also sync data back from Halo to Hubspot:



You have the option to specify at what point to sync to Hubspot (at the point of creation, at the point of updating, both, or disabled) for Customers & Contacts, respectively.


You also have the option to delete Customers & Contacts from Hubspot when they have been marked as inactive in Halo. Finally, if you want to ensure that the sync to Hubspot has been successful, you can enable the option to display a message for each successful sync from Halo back to Hubspot.

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