How do I set up my HubSpot integration?

Summary

This guide helps you set up workflows in HubSpot effectively with the ProvenExpert plugin so you can automate survey sending, create custom links, collect survey metrics, and manage contact enrollments. By following these steps, you can streamline survey distribution and analyze feedback data efficiently.

Prerequisites:

• The user is authenticated in both the HubSpot and ProvenExpert systems.
• Contacts have been created in HubSpot.
• Enrollment triggers are set up in workflows as required.

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1. Connect your HubSpot account

Step 1. Connect your HubSpot account

Connect your HubSpot account using the following link:

Connection link

Step 2. Log in to your HubSpot account

Use your usual HubSpot login credentials. You will be redirected to a page where you can select your HubSpot account.

Step 3. Select your HubSpot account

You need to select your HubSpot account from the list of available accounts.

Step 4. Confirm your authorization

ProvenExpert is designed to integrate seamlessly with your HubSpot CRM, so your customer data always stays under your control.

With the ProvenExpert plugin installed, you and your team can:

• Easily connect and manage customer reviews.
• Create and send unique survey links to your customers.
• Collect survey statistics to use metrics for further workflow actions.
• Automatically send survey invitations to your customers.

Step 5. Connect your ProvenExpert account

To connect your account, you need to enter your username and the API key from your ProvenExpert account. You can use the following link to get to the right page and access these credentials.

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How to uninstall ProvenExpert

If you need to uninstall ProvenExpert for any reason, you can do so on the "Integrations" page in your HubSpot settings. To find this page, open HubSpot and navigate to Settings > Integrations > Connected Apps. Uninstalling ProvenExpert does not affect your HubSpot data. If you want to reinstall ProvenExpert, you can connect it again via the website or follow the instructions above under 1. Connect your HubSpot account.

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2. Setting up a workflow in HubSpot

Step 1: Create a new workflow

1. Log in to HubSpot and navigate to Automations → Workflows.
2. Click "Create workflow" and select the "From scratch" option.
3. Select "Contact-based" and continue to the workflow editor.

The workflow editor opens and is ready for further configuration.

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3. Using the "New review" trigger in HubSpot

HubSpot is a CRM system and revolves around objects such as contacts, companies, and others. Every time a workflow runs, an object must be defined by a trigger. This means a survey has to be linked to the object you want to work with.

If you don't have specific information about the e-mail address, you need to create an additional workflow that fires the "New review" trigger. To do this, you create another workflow with the "Attach survey" action.

If you have information about a specific e-mail address, you can skip the first step in this section and continue with the second step.

Step 1: Attach a survey to a contact

Before you can use the "New review" trigger, a survey must be attached to the contact object using a HubSpot workflow. Follow these steps:

1. Navigate to HubSpot workflows:
   • Go to "Automations" > "Workflows"
2. Create a new, contact-based workflow:
   • Select "From scratch" for a new workflow.
3. Set the trigger:
   • Select the trigger "When filter criteria is met".
   • Under "Contact properties," set the filter to "Create date" is "known".
4. Add the action:
   • In the "Actions" section, scroll down and select "Attach survey" under the "ProvenExpert" options.
5. Select a survey:
   • Select the appropriate survey you want to attach to the contact.
6. Save and publish:
   • Save your changes and publish the workflow.

Step 2: Configure the "New review" trigger

Once the survey is attached, you can set up the "New review" trigger. Here's how:

1. Navigate to HubSpot workflows:
   • Go to "Automations" > "Workflows".
2. Create a new, contact-based workflow:
   • Select "From scratch" for a new workflow.
3. Set the trigger type:
   • Select the trigger type "When an event occurs".
4. Select the event:
   • Under "Custom events," select "New review for CONTACT".
5. Save the trigger:
   • Save the selected trigger and continue.
6. Add actions below the trigger:
   • Add all the actions that should run when a new review comes in.
7. Use trigger properties:
   • To access the event properties, select "Trigger event properties" from the "Show properties or action outputs from:" dropdown menu.
8. Save and publish:
   • Save and publish the workflow.

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4. Automating survey sending

Step 1: Add a ProvenExpert action

1. In the workflow editor, click the "+" button to add an action. Open the "ProvenExpert Test Plugin" and select "Automate survey sending".
2. Select a survey from the survey dropdown and add the required e-mail property, matching the input name.
3. Click "Save" and then "Review & publish".
4. Click "Skip" to turn on the workflow, and then click "Turn on workflow".

The workflow is published and surveys are sent automatically.

Step 2: Enroll contacts for surveys

1. Click the "Enroll" button in the workflow editor.
2. Select "Choose specific contacts" and select contacts from the list.
3. Click "Enroll" to add them to the workflow.

A notification confirms the manual enrollment of the contacts.

Step 3: Verify survey sending

1. Navigate to "Enrollment history".
2. Check the "Action successful" section to make sure the survey link was sent successfully.

The server response code should be 200 (which means success), and the survey link was sent to the enrolled contact.

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5. Creating custom survey links

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Step 1: Set up the workflow**

1. In a contact-based workflow, click the "+" button.
2. Open the "ProvenExpert Test Plugin" dropdown menu and select "Create custom survey link".
3. Select a survey from the survey dropdown and add the required e-mail property.
4. Click "Save" and then "Test" to check the link for a contact.

The custom survey link is created for the specified contact.

Step 2: Review and publish the workflow

1. Set up the trigger and the "Create custom survey link" action in the workflow.
2. Click "Review & publish" and "Turn on workflow".
3. Enroll contacts manually by selecting "Choose specific contacts".

A notification confirms the successful enrollment of contacts.

Step 3: Verify the custom link

1. Go to "Enrollment history" and reload the page.
2. Click the enrolled contact and look at the "Action successful" section.

The generated custom survey link is displayed in the details.

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6. Collecting survey metrics

Step 1: Add the action for collecting survey metrics

1. In the workflow editor, click the "+" button to add a new action.
2. Open the "ProvenExpert Test Plugin" dropdown menu and select "Collect survey metrics".
3. Select the survey code for which you want to retrieve the data.
4. Click "Save" to apply the settings.

The survey data (e.g., review results) is retrieved successfully and can be used for the next steps in the workflow.

Step 2: Metrics with task creation

1. Add a task to the workflow and review the task details.
2. Configure the task: Enter the task name, set a date, and decide whether you need an e-mail reminder.
3. Add notes: In the notes area, type the required property and select the property from the previous "Collect survey metrics" step.
4. Save your changes.

The task details display the survey metrics.

Step 3: Metrics after additional reviews

Submit a new review and check the updated metrics.

1. Open the workflow you created with metrics.
2. Enroll a contact manually (or re-enroll the old contact that was used in TC1).
3. Navigate to the "Performance history" -> "Enrollment history" page.
4. Click "View enrollment" (on the contact).
5. Open the "Action successful" record.

The metrics reflect the new review data.

Step 4: Metrics after a review is published

1. Check the updated metrics after the review is published.

The number of unpublished reviews decreases.

Step 5: Metrics for deactivated/deleted surveys

Make sure that deactivated and deleted surveys are not displayed.

1. Click the "+" button in the workflow editor.
2. Open the "ProvenExpert" dropdown menu.
3. Select the "Collect survey metrics" option.
4. Look for the deactivated survey in the dropdown menu.
5. Look for the deleted survey in the dropdown menu.

The surveys do not appear in the dropdown menu.

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7. Managing enrollment and logs

Step 1: Manually enrolling contacts

1. In the CRM → Contacts section, select a user.
2. Click "More" → "Enroll in workflow" and select the workflow.
3. Click "Enroll" to add the contact.

A notification confirms the successful manual enrollment of the contacts.

Step 2: View action logs

1. Under "Automations" → "Workflows," find your workflow.
2. Click "More" → "View details".
3. Go to the action logs and click the event details for actions such as "Create custom survey link" or "Collect survey metrics".

The event page opens and displays the custom survey link that was created or the survey metrics that were collected.

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8. Testing workflow functions

Testing enrollment and survey sending

1. Single contact enrollment: Check that the workflow enrolls the contact correctly and sends the survey link as expected.
2. Multiple contact enrollment: Create custom filters and enroll multiple contacts based on specific criteria, such as contact owner. Make sure the corresponding contacts receive the survey link.

The contacts that meet the criteria should be enrolled, and all of them should receive the survey link.

Testing survey creation and sending

1. Survey search: Test the search function in the survey dropdown by entering keywords to find a specific survey.
2. Optional data fields: Test sending survey invitations with and without optional fields such as name.

The right survey is found, and the optional data fields behave as expected.

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9. Handling errors and duplicates

Step 1: Preventing duplicate survey links

1. If a survey has already been sent to a contact, re-enrolling the contact should not send a duplicate survey link.

No duplicate survey link is sent.

Step 2: Testing the workflow with missing properties

1. If a contact is missing the e-mail property, the workflow displays an error when it tries to send the survey link.

An error message appears stating: "The following required properties are missing: E-mail".