HubSpot Integration User Documentation

introduction the following article will take you through our hubspot integration and all its current functionalities the current integration supports company and contact hubspot crm objects , and the integration is able to be set up on those objects view pages prerequisites this documentation assumes that you have a hubspot and a licensespring instance setup beforehand we assume that you have already gone through the hubspot integration installation setup document and have installed and setup the integration application in your hubspot instance we assume that you have the necessary permissions in your hubspot instance to use the installed integration hubspot contacts / licensespring customers if you have installed the app correctly + added it to your contact view page, you will be able to see the following window once you open up a contact (any contact) that you have in your hubspot instance the same applies from companies depending on your page setup, your contact page might have slightly different options available or positioning of the integrations ui if you have use cases where you need the integration to be able to support not only contacts and companies but for example leads or any other crm objects, https //licensespring zendesk com/hc/en us/requests/new , and we will implement the needed support contact view page in hubspot initially your contact information won't be immediately transfered to your licensespring instance the information gets transferred to licensespring once you create your first license on that contact creating licenses in hubspot once you click on the create license button, you will need to select a product on which you want the order/licenses to be created on the products that you can pick are directly pulled from your licensespring instance license creation page we'll select the product named license software for this documentation selecting product for license this will enable us to pick a license policy from the product with which we'll create an order/license same as the products, the license policies are pulled from your licensespring instance license policies if you have the need to create more license policies , you can go to your licensespring instance and create additional ones and they will be available in the drop down after a page refresh selecting license policy for the license adjusting types of license policies depending on the license policy you pick, the information on the left side of the window will change, and show you details about that license policy and also additional options/input fields will be show below we'll pick a time limited license policy for this demo and change the quantity of the licenses to 5 adjusting time limited values for the license if your contacts company does not have a name set, you might get the following error "company name can't be empty" please enter a name to avoid this error after clicking on the create order button, and a small loading time, we are back on the contacts page where we can see the 5 new licenses that got created created licenses from order connecting contacts to licensespring customers initially you will not be able to see any licenses on contacts in our apps table (even aready created old licenses from the licensespring platfrom) this is becuase the contact is not yet connected to to a licensespring customer and our app will throw a warning that no connection is currently in place the warrning mentions that there are currently 2 ways to connect a contact to a licensespring customer new contact that does not exist in licensespring the first way is really simple, you just need to create a new license though our app and after you will be able to see all the old licenses from the licensespring platfom together with the newly created licenses this will also create a new customer in licensespring with the same email as the contact in your hubspot instance connecting already existing customer if your customer already existing in the licensespring platfom and you want to see their old licenses in hubspot you will need to follow the next steps you will have the option in the warrning message to click on the "connect customer" buttom clicking on it will open up a panel in which you can pick which customer to connect, the dropdown will show only similar customer from licensespring once you click on the "connect" button you will be able to see old licenses customer data in licensespring will be overwritten with data from hubspot changing already connected contact and customer if you already have a connection in place and you need to change it to a different licensespring customer you can do so by clicking on the "connection" button this will open the following panel using this panel you can then connect of diconnect customers from your contacts license details / licensespring link every license has its license id shown in the table of licenses , and if we click on it, a side panel will pop up and show all the necessary details of the license with the additional link that can take you to your license in your licensespring instance license id of individual licenses link to see license in licensespring instance updating licenses in hubspot once the contact has its licenses created, you have the ability to update some license parameters (depending on the license type you created) if we click on the update button on the right side of the license table, we are show all the fields that we can update on a license for that certain type updating existing license update license page once you're happy with your changes (you will be shown below the update button all the fields you changed) you can click on the update fields that is located in the lower right corner of the screen (some users on smaller screens will have to scroll down) changed fields view product features you are able to add or remove product features when your're updating your license adding product features to do so, you will need to scroll down the update pop up window and click on the add button which will open a pop up section on which you can by clicking/selecting the feature you like in the dropdown add product features to the license selecting features to add selected features once you're done you need to click on the add features button, and this will add the product feature to the respective license view of added features you can also remove the features by clicking on the delete button in the right side of the features table removing license features custom fields when updating your licenses, in the update window there is a section for custom fields if you scroll to the bottom of the page custom fields section if your product does not have custom features you will first need to go to your licensespring instance, create them on the product, add them to a license policy and then come back here and refresh the page and create the order again you are able to edit the custom fields value by clicking on the edit button next to the custom field that you wish to edit editing custom fields this will open up an another pup up window on which once you're happy with your edit, can click on the update custom field button to save the changes changing custom field value hubspot companies / licensespring accounts much in the same way as contacts, companies connect to licensespring customer accounts once you create a license on a company, in licensespring a new customer account will be created and on that account the license you created will be shown company object view creating/updating licenses through companies same as with contacts, companies also have a button to create licenses the flow follows the same creation process and also by scrolling to the left and finding the "update" button in the license table you will able to update a existing license that is tied to a company / customer account automatic license and customer creation / workflows common workflow use case lets say that you already have a hubspot form in place where your users are inputing their information (like their email on your website) and you want to automatically assign them a trial license and you want the account to be created as a licensespring customer, you can do so by using the "action" detailed below workflow action the integraiton provides the ability to automate license creation by using hubspot workflows you can do so by going to you workflow ("automation" > "workflows" > pick your workflow) and when selecting to add a new action in the panel that opens up on the left side you will be able to pick our custom action "create licensespring license" in the "integrated apps" section under "licenespring integration" once chosen you will need to set the ls product and the licensepolicy forwarding information to the workflow action if you click on the "add customer to the order" checkbox addtional fields will open up in each of the fields you will be able to forward information from the objects from other actions in your workflow you can use the licensespring "action" in multiple workflows in multiple different use cases if you have a use case that can not be covered by the current licensespring "action", let us know by sending our support team an email (link below) and we'll try to expand or add an aditional action if possible hubspot deals cards to view licenses for a contact or company associated with a deal, add the deal contact licenses or deal company licenses card to the deals view this allows you to verify if any associated records have licenses assigned to them these cards are added to the view in the same way as any other card please refer to docid\ petx4rx6xy8uuxrbbjweb for detailed instructions these cards display a maximum of 6 licenses for each contact and 10 licenses for each company to view the full list of licenses for a specific record, please navigate to that contact or company's record page additional features and support requests if you have use cases where you wish that aditional hubspot objects are supported in our integration or additional licensespring features are available in the integration inside hubspot, let us know by https //licensespring zendesk com/hc/en us/requests/new if for some reason the integration is not behaving as it is documented here, let us know by https //licensespring zendesk com/hc/en us/requests/new