Integrating SmartSurvey with HubSpot

SmartSurvey can now integrate with HubSpot to help you improve and streamline your data processes.

Making the Connection

To start, choose “Integrations” from the survey options menu, on the design page. The next thing you will be presented with is the list of available integrations.

To Connect to HubSpot simply click the “Configure” button next to the HubSpot Icon. If this is the first time you (as in, the SmartSurvey account you are using) has tried to connect to HubSpot, you will be prompted to make a connection and you’ll see the below box:

This gives you the opportunity to name the connection (useful if you need to connect to multiple HubSpot accounts, for instance). Add your chosen name and click “Create new connection”

The System will now try and log in to your chosen App. If you are not already logged in in the same browser as is logged in to SmartSurvey, you should log in as you usually do. The connection should be made automatically, though you may need to pass a two-factor auth check depending on the Hubspot setup.

If you already have one or more HubSpot connections set up, then they will be listed above the "add new Connection" box and you just need to click the "Use" button next to the one you want to use.

Basic Configuration

The integration is easy to set up and you can perform the following Actions:

Trigger on Event

Push Actions	Pull Actions	Trigger on Event
Create Record	Get Record	Contact Created
Update Record	Get Contact By Email
Update Contact by Email
Upsert Contact by Email

Name

• Integration Name: Add a name for the integration.

Integration Type

• Push: Send Data from SmartSurvey to HubSpot
• Pull: Retrieve data from HubSpot

Push Actions

• Create Record: The integration will attempt to add a new record to the target object.
• Update Record: The integration will attempt to change the data in an existing record in the target object.
• Update Contact By Email: The integration will attempt to change the data in an existing record in HubSpot's "Contacts" object, based on a supplied email address.
• Upsert Contact By Email: The integration will attempt to change the data in an existing record in HubSpot's "Contacts" object, based on a supplied email address. If a matching record is not found, a new record will be created.

Pull Actions

• Get Record: Access a record in the targeted object and read its data.
• Get Contact By Email: Access a record in the HubSpot's "Contacts" object, based on a supplied email address.

Trigger on Event Actions

• Because Trigger Survey on Event integrations work significantly differently to pushes and pulls, they are documented in a separate guide, "Triggering a Survey From Hubspot".

If Get Record or Update Record is selected, then an additional “RecordID” field will be loaded. This is required so that the integration knows, each time it attempts to transfer data, which record it is trying to access or change. As there are a couple of methods of going about this, and will touch on HubSpot's configuration, this is dealt with in the guide: Getting a Record ID into a Survey

Triggers

There are three options for triggering the integration:

• Completed: The Respondent completes the response in the usual way.
• Disqualified: The Respondent completes the response by triggering a Skip Logic rule to disqualify them.
• Updated: The respondent, or the survey editor, completes the response after accessing it via an edit link.

These can be selected or deselected in any combination. “Completed” will be set by default.

Objects

Unless either of the "...by Email" actions has been selected, you will also need to select an object for the integration to target by using the Drop-Down.

Record ID or Email

For "Update..." , "Upsert..." or "Get..." Integrations, you will need to tell the integration where to find the identifiying data for the record you want to target.

For integrations based solely on email, this section will be headed "Contact Email". For ones using IDs, it will be headed "<Object Name> ID"

You can do this by using the "Select Merge Code" drop-down, which will allow you to choose from survey data, variable data, and contact list data. For more details on passing this data into smartsurvey see Getting a RecordID into a Survey

Note for advanced SmartSurvey Users- the Merge Codes used by this function look similar to SmartSurvey Piping Codes, but they are not the same. Use the "Select merge code" and "insert" functions instead of copying a SmartSurvey Piping code from elsewhere.

Field Mapping (Push Actions Only)

The Field Mapping page will appear once you click "Next Step" on the main integration configuration page for a Push Action.

HubSpot uses the term "Property" in place of "Field" as the sub-unit of an object, but as the integration uses "field", the guide will retain that term where appropriate.

The Field Mapping page displays all the fields in the targeted object down the left, with boxes to the right for your mapping settings for each field.

To map a field, click in its box to see the mapping options. There are two main options, Variables and Formulas, displayed as tabs on the mapping pop-up. Each tab has several options to choose from.

Variables

The Variables tab allows you to map specific variables directly to the object field.

• Questions: The answers to the questions on the survey
• Respondent Details: Various information about the specific respondent, such as response time, IP Address (if the survey is not anonymous), and selcted language.
• Survey Details: Details about the survey such as it's name or nickname.
• Custom Variables: Any Custom Variables associated with the survey
• Contact Info: Information from the Contact List.

Formulas

The Formulas Tab allows you to choose or create functions to modify variables before they are pushed to the object. The bulk of the list are ready-made functions that cover commonly-used transformations such as extracting first or last name, or getting the domain out of an email address, or combining strings. These actions can be stacked so a field can be mapped to a formula that uses as a variable that the output of a formula.

Mapping the Survey

To map your survey, simply work your way through the listed fields and map them in turn. Your progress is saved at every point that you make a change, so there is no "Save Changes" button. Once you've mapped everything you want, then simply close the field mapping screen by clicking the X icon in the upper-right.

Pull Integrations

Pull integrations retrive data from HubSpot to be be used as part of the survey, rather than sending data to HubSpot once the response is completed.

The retrieved data can then be used in Piping Tags as part of the survey content or as default answers.

Finding the Data

So, to make this work, you need to first tell the integration what data it should retreive. this is done as part of the integration configuration described above, either you choose an object, and then enter an object ID into the survey data, or you use the "Get Contact by Email" and you only have to tell the integration where to find the email address. In both cases, the data to look for can be supplied as part of a survey question, as the pull integration will try and retrieve data every time it tries to display an "Integration" Piping tag.

Example - a survey could ask on the first page for a client's email address. It could then on the second page display details stored in that client's Contact record for confirmation.

Displaying the Data

To display the data as part of your survey, or as a default answer, you need to use a piping tag of the format:

[integration(field_name)]

Where "field_name" is replaced by the internal name of the property in the targeted HubSpot object.

This is not the Label of the property (That being the friendly name, captialised and perhaps with spaces that you see in the HubSpot UI) but its internal name, which will be all lowercase, no spaces, and is what the property is known as to HubSpot's code and APIs.

You can find the internal name of a property by accessing the settings and the looking for Properties. You can search for the Property you want to pipe into your survey, click "edit", and then by mousing over the </> icon on the right, see the Internal name, as in this example for "First Name".

Alternatively, you can export all the properties for an object by clicking the "Export all Properties" button at the top-right of the data management > properties page. This will give you a spreadsheet that includes both "name" (which is the label) and "Internal name" (which is the one you want), for all the propeties in your HubSpot setup.

Which of these methods is best will depend on your use case - just how many properties you intend to use.

So, to pipe "First Name" into the survey via the pull integration, we would need to add the tag: [integration(firstname)]

You will need to add pull integration tags by typing manually as the piping tag UI that allows you to pick from a list of allowable tags does not have access to this information.