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 and 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.
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. The products that you can pick are directly pulled from your LicenseSpring instance.
We'll select the product named License Software for this documentation.
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.
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 shown below. We'll pick a time-limited license policy for this demo and change the quantity of the licenses to 5.
If your contact's 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.
Connecting Contacts to LicenseSpring Customers
Initially you will not be able to see any Licenses on Contacts in our apps table (even already created old Licenses from the LicenseSpring Platform). This is because the contact is not yet connected to a LicenseSpring customer and our app will throw a warning that no connection is currently in place.
The warning 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 simple: create a new license through our app and afterwards you will be able to see all the old licenses from the LicenseSpring platform 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 exists in the LicenseSpring platform 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 warning message to click on the "Connect customer" button. Clicking on it will open up a panel in which you can pick which customer to connect; the dropdown will show only similar customers 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 or disconnect 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.
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 shown all the fields that we can update on a license for that certain type.
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 button that is located in the lower right corner of the screen (some users on smaller screens will have to scroll down).
Product Features
You are able to add or remove Product Features when you're updating your license.
To do so, scroll down the update pop up window and click on the Add button which will open a pop up section where you can, by clicking/selecting the feature you like in the dropdown, add Product Features to the license.
Once you're done you need to click on the Add features button, and this will add the product feature to the respective license.
You can also remove the features by clicking on the delete button on the right side of the features table.
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.
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.
This will open up another pop up window on which once you're happy with your edit, you can click on the Update custom field button to save the changes.
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.
Creating/Updating Licenses Through Companies
Same as with contacts, companies also have a button to create licenses. The flow follows the same creation process.
By scrolling to the left and finding the "Update" button in the License table you will be able to update an existing License that is tied to a Company / Customer account.
Automatic License and Customer Creation / Workflows
Common Workflow Use Case
Let's say that you already have a HubSpot form in place where your users are inputting 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 integration provides the ability to automate license creation by using HubSpot Workflows. You can do so by going to your 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 "LicenseSpring 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 additional 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.
Deal Licenses
To preview licenses associated with contacts or companies directly on the deal record page, use either the Deal Contact Licenses or Deal Company Licenses app card. Add them to the record page in the same way you add other cards. These cards display the associated records along with a limited number of their corresponding licenses. To view all licenses belonging to a specific contact or company, open that respective record.
License Sync
If you already have licenses in LicenseSpring and customer or company information in HubSpot, and you want to bring that license data into HubSpot, you can achieve this using the sync functionality on a per-contact or per-company basis. Currently, you can do this by clicking the Connection button on a specific contact or company record and then clicking the Sync Licenses button. This action will migrate all licenses belonging to that record into HubSpot, updating the data if those licenses already exist, and associating the licenses with that specific contact or company.
License data in HubSpot does not update automatically. To ensure your licenses remain perfectly synced with LicenseSpring, all modifications must be made through our HubSpot UI, specifically using the Update License view.
If a license is updated directly within LicenseSpring, you must manually sync the changes to HubSpot. To do this, locate the associated contact or company record, open the Connection tab, and click Sync Licenses.
View associated licenses
To view licenses associated with a contact or company, you can add specific components to your existing contact or company views. On the right sidebar, you can add the LicenseSpring Licenses card, which displays all connected licenses. You can also customize which LicenseSpring license fields are shown by clicking the gear icon in the top right corner of the component.
In the middle column, you can add two different LicenseSpring components: a detailed table view, or a card view that functions similarly to the right sidebar component.
Additional Features and Support Requests
If you have use cases where you wish that additional HubSpot objects are supported in our integration or additional LicenseSpring features are available in the integration inside HubSpot, let us know by contacting our development team.
If for some reason the integration is not behaving as documented here, let us know by contacting our support team.
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