In this article, you will learn:
how to configure the synchronization of customer data from HubSpot to Harvestr
how to leverage this data to make product decisions that drive business impact
Prerequisites
All you need is:
a Harvestr Editor account, on any paid plan (Core, Scale, or Elite)
a connected HubSpot account: in Settings > Integrations > HubSpot, click Connect a HubSpot account (see the HubSpot feedback widget article)
Synced customer limits
The number of customers (users and companies combined) that can carry synced attributes depends on your plan:
Plan | Synced customers |
Core | Up to 1,000 |
Scale | Up to 5,000 |
Elite | Custom: talk to your account manager |
This cap applies only to customers synced from an external tool. Customers you bring in through CSV or Excel import are unlimited, and there's no limit on how many attributes you sync per customer.
Set up attribute sync
In the Users and companies card, under Attribute sync, set Copy records updated since. It is pre-filled with 1 January 2022.
Click Set up attribute sync. Setup usually takes a few seconds.
The start date is a way to filter what you sync and avoid syncing unused records from your CRM. We consider the last time a record was updated in HubSpot and only sync records that were updated after that date. Older records are not copied, and a longer range makes the first sync slower.
We recommend about one year back, which is usually more than enough. To change it later, open the ⋯ menu next to the sync status and choose Change sync start date. The next sync uses the new date.
If you connected several HubSpot accounts, only one can sync attributes at a time.
Run the first sync
Once set up, the status box shows Not synced yet. Click Sync now to run the first sync. It can take up to a day, and it keeps running if you leave the page.
Turn on Sync automatically to sync every 48 hours. The status box then shows when the last sync ran and how many users and companies it covered.
Choose matching and attributes for each object
Customer attributes
Each HubSpot object has its own card: Contacts → Users and Companies → Companies. The card shows how records are matched and the first attributes it syncs. Click Edit on a card to change them.
In the dialog, under Matching rule, choose how Harvestr objects are matched with HubSpot objects:
HubSpot Companies can be matched with Harvestr Companies by Name, or by a custom unique ID (case sensitive) to prevent potential duplicate issues if you have several companies with the same name in HubSpot. Name matching compares the exact name stored in Harvestr with five versions of the HubSpot value: as typed, first word capitalized, every word capitalized, upper case and lower case.
HubSpot Contacts can be matched with Harvestr Users by Email, or by a custom unique ID (case sensitive) if you have several Contacts with the same email in HubSpot
About the identification by custom ID:
If you choose to identify users or companies by a custom HubSpot ID, this custom ID will be imported with the user/company when feedback is sent from HubSpot
If feedback is sent from another source where this custom ID does not exist, Harvestr will automatically use the user's email or the company's name to match this feedback with the right customer in Harvestr. In this situation, and if you have users with the same emails but different ids/companies with the same names but different IDs in Harvestr, feedback might be associated with the wrong customer
Then, under Select fields to map as custom attributes, pick the HubSpot properties you want in Harvestr, and click Save changes. Under Fields mapping, you can also choose how native fields such as the email or the name are updated: Never synchronize, Synchronize if Harvestr field is empty, or Sync and overwrite Harvestr field if value different from source.
If you create a new attribute in HubSpot after integrating with Harvestr, it won't be visible right away in the list. Please reach out to our support team and we'll run the update for you.
Additional options
Two other options help you get reliable customer data in Harvestr.
1. Make your HubSpot users and companies searchable when assigning feedback
Each object card has a Searchable when assigning feedback switch. When it's on, you can search those HubSpot records when assigning feedback to customers in your Harvestr inbox, from the Chrome extension and our Slack integration. Results from HubSpot are displayed with the HubSpot logo next to their names. The change saves right away.
A HubSpot contact you pick this way is created in Harvestr without their company. The company is attached at the next sync.
2. Automatically associate users with their companies
At the top of the Users and companies card, turn on Associate users with their companies, then click Save at the bottom of the page. This option associates users with companies automatically, using HubSpot as a source of truth, and works even without attribute sync. Only users who do not yet have a company in Harvestr are associated.
For example:
you create user A in Harvestr without associating user A with any company
if user A belongs to company B in HubSpot, then user A will also belong to company B in Harvestr
if company B does not already exist in Harvestr, it will be automatically created
Manage attribute sync
The ⋯ menu next to the sync status offers Refresh status, Change sync start date and Delete attribute sync. Deleting attribute sync stops the copy of HubSpot attributes; Associate users with their companies is not affected, and you can set it up again at any time.
If a sync fails, the status box shows Last sync failed with a Retry sync button.
Leveraging HubSpot customer data to prioritize your discoveries
After the first sync, you will see all the attributes you chose to sync in your customer profiles in Harvestr.
These attributes can then be used to build Rollup fields that will help you measure the business impact of your Discoveries and prioritize them appropriately.
You will be able to answer questions like:
How much ARR do all customers linked to a Discovery represent for my company?
How many users will be impacted by a given Discovery?
How many churned customers are linked to a given Discovery?
And many more!
Do you also want to collect structured feedback from teams working in HubSpot? Then you should look at the second part of our HubSpot integration.