HubSpot & Salesforce Integration with Data Mapping

1. Go to the HubSpot App Store:
   • Open the HubSpot App Marketplace and search for "Salesforce Integration."
   • Confirm that the app is HubSpot Certified.
2. Install the integration:
   • Click on Install to start the integration setup.
   • You will see a prompt that reads “Ready to connect HubSpot Salesforce.” Click Install.
3. Check Requirements:
   • Ensure you have admin access to both HubSpot and Salesforce, and that API access is enabled in Salesforce.

Step 2: Log in to Salesforce

1. Login to Salesforce:
   • Enter your Salesforce credentials and log in to the system.
   • Ensure you have admin access to proceed.

Step 3: Complete HubSpot-Salesforce Connection

1. Connect the Accounts:
   • HubSpot will process the connection, and once done, you will see a success message.
   • Click Next to proceed.

Step 4: Skip Salesforce Embed Setup (Optional)

1. Salesforce Embed:
   • You will be prompted to add the HubSpot embed code to Salesforce. While useful, this is not mandatory for the integration to work.
   • For the sake of this guide, skip this step and move on to data mapping.

Step 5: Choose Setup Type

1. Recommended Setup:
   • For most users, select Recommended Setup. This will set up the integration with default settings.
2. Advanced Setup (Optional):
   • If you require a more customized integration, choose Advanced Setup. Otherwise, proceed with the recommended options.

Step 6: Data Synchronisation Settings

1. Sync Contacts, Activities, and Tasks:
   • Enable the sync for Contacts, Activities, and Tasks between HubSpot and Salesforce.
   • These settings can be adjusted later if needed.

Step 7: Data Mapping Process

1. Access Data Mapping:
   • Go to the Object and Property Sync Settings to start mapping the Salesforce fields to HubSpot properties.
2. Search for Properties:
   • Search for Salesforce properties and HubSpot properties. The goal is to match corresponding fields between the two systems.
3. Plan Your Mapping:
   • Important: Before proceeding with the mapping, it’s recommended to first outline the mapping structure in a spreadsheet to avoid confusion.
   • Decide on the source of truth (Salesforce or HubSpot) for each property.

Step 8: Sync Configuration for Objects

1. Choose Object Sync Rules:

   • Decide whether Salesforce or HubSpot should be the source of truth for each object.
   • Enable two-way sync or choose a one-way sync based on your needs.

2. Handling Sync Conflicts:

   • If both Salesforce and HubSpot have different values for the same property, the most recent update will be the one synced.

Step 9: Set Up Sync Rules for Contacts and Leads

1. Sync Contacts:

   • For contacts created or updated in Salesforce, select Create/Update Contact in HubSpot.
   • Do the same for HubSpot contacts that need to sync to Salesforce.

2. Sync Leads:

   • Configure sync rules for Salesforce leads and HubSpot contacts based on your organisation’s structure.

Step 10: Exclude Unnecessary Contacts

1. Inclusion List:
   • You may want to exclude certain records (e.g., junk contacts, suppliers) from syncing between HubSpot and Salesforce.
   • Create an inclusion list to manage which contacts should sync across both platforms.

Step 11: Field Mapping Configuration

1. Review Field Mappings:
   • Go to Property Mapping to review the pre-configured field mappings.
   • For each field (e.g., Company Name), ensure that they are mapped between HubSpot and Salesforce.
2. Edit Field Mappings:
   • You can edit the mapping settings for fields such as Company Name, Email, etc. by clicking the Edit button next to each field.
3. Save Changes:
   • After editing a mapping, make sure to click Save.

Step 12: Map Custom Fields

1. Map Custom Fields:

   • If you have custom fields in either HubSpot or Salesforce, ensure they are mapped correctly between both platforms.
   • If the field doesn't exist in both systems, you'll need to create it manually.

2. Create Missing Fields:

   • If you need to create a custom field (e.g., Field of Study), ensure that the field is created in both HubSpot and Salesforce before mapping it.

Step 13: Test Data Sync

1. Run Tests:
   • Perform a test sync to ensure that data is correctly synced between HubSpot and Salesforce. Verify that fields like Company Name and Lead Status are syncing as expected.
2. Review Errors:
   • If there are sync errors, review them in the Sync Errors section and resolve them accordingly.

Step 14: Set Up Notifications for Sync Errors

1. Enable Notifications:
   • Set up notifications to alert you of any sync errors or issues. This will help you stay ahead of potential problems.

Step 15: Finalize and Monitor Sync

1. Review Sync Settings:
   • Double-check all sync rules, mappings, and exclusions to ensure everything is configured properly.
2. Ongoing Monitoring:
   • Keep an eye on sync performance through the Integration Settings. You can revisit these settings at any time to adjust mappings or fix errors.

Additional Considerations:

• Custom Objects:
  If you’re working with custom objects in Salesforce, ensure they are mapped correctly in HubSpot as well. Check that the objects have the same structure and associations in both systems.

• Data Transfer:
  When syncing large volumes of data, monitor your API calls to ensure you don’t exceed any limits.

Conclusion:

This guide provides a high-level overview of how to integrate HubSpot and Salesforce, set up data synchronisation, and map properties between the two platforms. While the integration process can be quick, careful planning, especially around custom fields and object mapping, is crucial for ensuring smooth data syncing.