1. Practifi Success
  2. System Administrator
  3. Integration Setup

Enabling the HubSpot Integration

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Please note: This content is intended for Practifi System Administrators and is technical. The steps described in this article may not be completed without System Administrator permissions. Please discuss your integration installation plans with your Practifi Customer Support Team for their assistance.

Overview

Bring your marketing automation and business management information closer together by enabling the HubSpot integration within your Practifi organization, so marketing engagement and client data stay aligned without manual updates between platforms. This article outlines the steps to enable the HubSpot integration in your organization. For more information about the HubSpot integration, please consult our Using the HubSpot Integration article.

Integration Summary 

This integration provides two-way sync for Client & Person records, adds timeline events from HubSpot to your client interactions, and allows direct access to HubSpot via a panel on the Client record, giving your team a unified view of marketing activity alongside client relationships without switching between systems. This is an automated integration, meaning that whenever the user creates a new contact in HubSpot or Practifi, the systems will sync the information every 15 minutes.



 

Before You Begin

The user enabling this integration should have an active Practifi login and access to a Professional or Enterprise edition of HubSpot. The user must have Account Access permissions enabled in their HubSpot account. They must also have access to the following subscriptions, access, and permissions in their Practifi account:

  • Must be a System Administrator or have the HubSpot Integration Permission Set assigned to their user profile under their Available Permission Sets section.

  • Have all of the following user profile administrative permissions:

    • API Enabled 

    • View Setup and Configuration 

    • Modify All permission access on any objects (Accounts, Campaigns, Contacts, or Opportunities) you would like to sync to HubSpot.

    • Modify Metadata

      • This is essential to view data in the HubSpot Visualforce window. This is only required if you want to use the Visualforce window and sync deals to HubSpot.

    • Download AppExchange Packages 

    • Task Type field set to be Visible for your user profile

Installation

Downloading the AppExchange App

  1. In your HubSpot account, click the Marketplace icon in the main navigation bar and select App Marketplace.


     

  2. Use the search bar in the App Marketplace to find and select the Salesforce integration.



     

  3. Click Install app in the upper right-hand corner of the Salesforce App Marketplace page.


     
  4. Click the Log in to Salesforce button.



     
  5. A pop-up window with the login page of Salesforce will display on your screen. Enter your Practifi login credentials to access your organization. Once logged in, you will be redirected to the HubSpot account.


     

  6. To install HubSpot into your Salesforce organization, click the Start the Salesforce package installation to begin hyperlink.



     

  7. Select the Install for All Users installation type, then click Install.

  8. A dialog box will display asking you to allow third-party access. Click Yes in the dialog box.

  9. Salesforce will then install the HubSpot integration package. This installation may take up to ten minutes to complete. When it is complete, the email address registered in Salesforce will receive a confirmation email.

     


     

  10. After installing the package, return to the HubSpot connector wizard and click Next to complete the setup.


     

Setting the Visualforce Components of HubSpot in Practifi

  1. Within Practifi, click the Setup cog in the upper right-hand corner and select Setup from the drop-down options.
  2. Click the Object Manager tab within Salesforce Setup. 


     

  3. Within the Object Manager, search for and select the Contact object.



     

  4. Click the Page Layout tab on the left-hand side within the Contact object.



     

  5. From the Page Layout list, select the page layout currently used by your organization to edit it.
  6. Click the Section item in the toolbar and drag it to the desired location on the page layout.


     

  7. In the dialog box, enter a Section Name, such as HubSpot Information. Under Layout, select 1-Column and then click OK.



     

  8. In the toolbar's left sidebar menu, click Visualforce Pages.



     

  9. Select the HubSpot Lead Intelligence or HubSpot Contact Intelligence item in the toolbar and drag and drop it into the newly created section on the page layout.


     

  10. Hover over the new HubSpot Lead Intelligence or HubSpot Contact Intelligence Visualforce window and click the wrench icon in the top right-hand corner.



     

  11. Clicking the wrench icon opens a dialog box. Enter the following details:

    • Width - 100%

    • Height - 315

    • Uncheck the boxes for Show Scrollbars and Show Labels if they are selected.

  12. Once this information is entered, click OK.
  13. Click the Save button to save the changes to the Page Layout. Once these changes are made, a section will appear on the Contact page displaying the HubSpot details.

Sync Settings

  1. When the Visualforce changes are complete, click the Next button in the HubSpot AppExchange App Installer to proceed to sync settings.

  2. After clicking Next, you will be asked to choose the data sync settings and decide whether to use the Recommended Setup or the Advanced Setup. Select Recommended Setup and then click Review settings.



     

  3. Once the Setup is complete, navigate to the HubSpot Account and click the settings icon on the right-hand side of the screen.


     
  4. Navigate to the Integration section, open the Connected Apps section, and click the Salesforce App.


     
  5. Click the tab for the object you want to map: Contacts, Companies, or Deals. 


     
  6. To map new fields in the existing object, click the Add new field mapping button, choose the fields in HubSpot and Salesforce to set the mapping, and select the sync rule.

Selection of Sync Rules in HubSpot

The sync rule for your mapping dictates how data will be synced between HubSpot and Salesforce, giving you control over which system serves as the source of truth for each field. The options for sync rule selection are as follows:

  1. Prefer Salesforce unless blank
    • HubSpot will only pass a value to Salesforce/Practifi if there is currently no value in Salesforce/Practifi.
    • If a value exists in Salesforce/Practifi, this value will always overwrite the existing value in HubSpot.
    • If you delete the value in Salesforce/Practifi, the value will also be deleted in HubSpot.
  2. Always use Salesforce

    • HubSpot will never pass data to Salesforce/Practifi, even if there is no value in Salesforce/Practifi.

    • If a value exists in Salesforce/Practifi, it will always overwrite the existing value in HubSpot.

    • If you delete the value in Salesforce/Practifi, the value will also be deleted in HubSpot.

  3. Two-way
    • The most recent value will always overwrite any existing values. 
    • If the value is deleted in HubSpot, it will also be deleted in Salesforce/Practifi and vice versa.
  4. Don't sync
    • Data will never pass between HubSpot and Salesforce/Practifi.
    • If the value is deleted in HubSpot, it will not be deleted in Salesforce/Practifi and vice versa.

       

Once a sync rule has been selected, click Save on both the field mapping and sync settings pages to finalize the rule. Once all settings are complete, the user can set the sync frequency in Sync Settings.

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