CRM Integration - HubSpot

This article describes the setup process for our HubSpot CRM integration.

Matt Szczurek avatar
Written by Matt Szczurek
Updated this week

This feature is only available on our Enterprise plan.

Features

  • Sync SafeBase activities as Notes for Contacts and Companies

  • Auto approve based on Account Status

  • NDA override based on Account Status

Topics covered in this article:

Connecting to HubSpot

To connect to HubSpot, you can find the Connect button in the Settings page. You must be a SafeBase admin for this to be visible.

You can close any modal that asks for a Developer Key. This integration does not require a Developer API Key at this time.

You will then be prompted to establish a new connection. At this point in time we only support connecting to one HubSpot instance at a time. For testing purposes, we recommend connecting to a sandbox environment first.

Note: At this point in time our integration only supports a single connection. If you are finished with testing in your sandbox, please remove it before connecting to production.

Login using a user with the appropriate permissions to proceed.

After logging in, you will be asked to approve the connection.

Required permissions:

See below for the permissions required by the account that you use for connecting. You should be able to create an integration user for this connection and do not have to use a full admin account.

For standard integrations that will not be leveraging Custom Rules, the integration account will need access to the following fields:

Contact

Read access to:

  • Email

  • Primary Company id

  • Owner id

  • Contact id

Write access to:

Company

Read access to:

  • Name

  • Owner id

  • Company id

  • Primary domain

  • Additional domains

Write access to:

Owner

Read access to:

  • Owner id

  • Archived

  • User id

Note: If using Custom Rules, the integration will need Read access to any fields that are used as part of a Custom Rule.

We are currently working on the following optional beta features that will require the following permissions:

Creating a New Contact After a SafeBase Access Request

Contact

Write access to:

  • Type: lead/customer

  • First name

  • Last name

  • Email

  • Company

  • Website

  • Owner (optional)

Editing a Company to Include SafeBase Data

Company

Write access to:

  • A field to track if an NDA was Signed through SafeBase

  • A field to track the number of users that have been invited to SafeBase for this Company

When connecting, you will see an OAuth popup asking you to allow our middleware service Tray.io to get access to your HubSpot instance.

If the connection was successful, you will see the a HubSpot connected message.

If you hit Next, you will be asked for the Events that you wish to sync to Contacts and Companies.

  • Note: These events will only be written as Notes a Company if the Contact is linked to a Company. If a Contact is not linked to a company, there will only be a Note written to the Contact.

Click on Finish to complete the setup. If you wish to make changes afterwards, simply click on the wrench icon next to the Disconnect button.

Seeing Activities in HubSpot

Based on the Events you chose to sync, you will now be able to see them as Notes for Contacts in the Activities tab.

Note view for Contact

Note view for Company

Auto Approve Using Custom Rules

We can automatically approve access requests and override NDAs based on custom rules using both standard and custom HubSpot fields.

Here are some use cases that we have configured for customers:

  • Auto approve Companies with an ARR above a certain monetary amount

  • Auto approve anyone other than Companies marked as "Competitor"

  • Auto approve Companies with an NDA signed date within the past year

  • Override NDAs for customers with a Type of "Customer" and require NDAs for everyone else

  • Override NDAs only if the NDA was signed in the last 6 months

For more details on what is possible using the Rules Engine, please see this article.

Troubleshooting

  • If you do not see any notes being created, verify that the connection user has permission to read Contacts/Companies and create notes.

  • If auto-approving seems to be failing, try running some tests using email domains other than Gmail or your company's domain. Development environments with many Company records with the same domain likely will result in conflicts in which our system is unable to determine which Company to associate the request with. If needed, you may coordinate testing with us, as we have several email distinct testing domains that can be used:

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