HubSpot Sales: How to build divisional 'create record' forms

Customising create record forms by division in HubSpot can help improve data quality, efficiency, reporting, user experience, and customer satisfaction. Here is how to build them out.

Step 1: Create a custom 'Division' property

For each of the record types you'd like to create divisional create forms for - e.g. Contacts, Deals - create a custom property called 'Division'. 

• If records can only be owned by one division this should be a dropdown property.
• If records can be owned by multiple divisions this should be a multi-check box property. E.g. Deal records which are cross-division opportunities. 

Step 2: Customise the create record form using conditional logic

Navigate to Settings > Data Management > Objects > Select the relevant object > Setup > Customise the 'Create record' form.

Use the 'Add properties' section on the left hand side of the form builder to add your custom created 'Division' property to the create record form. 

It is recommended to set the property as being 'required' - mandatory for the user to set a value in to ensure the divisional logic is being used. 

Use the 'Add conditional logic' section on the left hand side of the form builder or the conditional logic icon on the form property to add in your conditional division based logic. 

Step 3: Test out your divisional form logic

Once you've added your conditional logic to your create record form, navigate to the create record button for the relevant object a test out your conditional logic to ensure it is working as expected. 

Step 4: Train your team

The final step is to train your end-users on using the conditional form to create records in your CRM!

Note: The 'Add conditional logic to the 'Create record' form' feature is currently in public beta. Navigate to 'Product Updates' and 'Early Access' to opt your portal in to the beta, or reach out to your BabelQuest Account Manager.  

Benefits of customising create record forms by division in HubSpot:

1. Improved data quality: By customising create record forms by division, you can ensure that each division collects only the data that is relevant to their specific needs. This helps to minimise data entry errors and improve data quality overall.

2. Increased efficiency: Customising create record forms can help streamline data entry processes and reduce the time it takes to input data into the system. This can help improve overall efficiency and productivity.

3. Enhanced reporting: By collecting more accurate and specific data, customised create record forms can help generate more detailed and insightful reports. This can help organisations make more informed decisions and better understand their customers.

4. Better user experience: Customised create record forms can be tailored to the needs and preferences of each division, providing a more user-friendly experience for employees. This can help increase adoption and usage of the CRM system.

5. Improved customer satisfaction: By collecting more accurate and relevant data about customers, organisations can better understand their needs and preferences. This can help them provide more personalised and effective customer service, leading to increased customer satisfaction and loyalty.

Author: Hannah Fisher

HubSpot CRM Platform Consultant