Channeltivity's integration with HubSpot allows you to automatically pull HubSpot Deals into your PRM as Deal Registrations. This feature can be used to import existing Deals into Channeltivity from HubSpot that were originally created by a different PRM, or to generate Deal Registrations based on automatic renewal Deals created in HubSpot. This article provides an overview of how the Deal Import integration works, setup instructions, and the necessary prep work for importing HubSpot Deals into Channeltivity as Deal Registrations and assigning them to the correct Partner.


How does the HubSpot Deal Registration Import work?

 

Successfully importing HubSpot Deals into Channeltivity requires flagging the Deals for import and specifying which Channeltivity User will be the Deal's owner. More specifically, you'll need to do the following:

  • Confirm Company & Contact associations - The integration uses the HubSpot Company and Contact details in order to create a Deal in Channeltivity, so you'll need to make sure they're associated with the HubSpot Deal. If either of the two are missing, the import will fail.
  • Set the Sync Flag - In general, and this is true for all of Channeltivity's integrations with HubSpot, the integration will only sync HubSpot records that have the Sync Flag set. (In all the help documentation the sync flag is usually represented by a "Sync with Channeltivity" checkbox property on the HubSpot record, but you have complete flexibility in naming the property something else). The Sync Flag on the Deal is also used by the Lead Distribution and Referral integrations if you have them enabled.
  • Set the Import Flag - In order to import Deals from HubSpot, a second flag is required. This second Import Flag indicates to the Integration that this record should be imported as a Deal Registration. (In all the help documentation, the Import Flag is represented by an "Export to Channeltivity Deal" checkbox property on the HubSpot Deal record, but again, you can name the property something else.) 
  • Set the Partner User email address - Deals in Channeltivity always have an owner. You'll need to enter the email address of the Partner User in Channeltivity who will own the Deal Registration into this field. 
  • Set the Distributor User email address  - If you have the Distributor module enabled and need to import Deals owned by Distributors, you'll need to enter the email address of the Distributor User in Channeltivity who will own the Deal Registration into this field. See the "Preparing a HubSpot Deal for Import" section below for more detailed instructions on setting Distributor Users as Deal Owners. 

 

During the automatic full sync that runs once every hour, Channeltivity will do the following:

  1. Match the Deal Owner's email address to a User in Channeltivity. 
  2. Check whether the associated HubSpot Company and Contact already exist for the Deal Owner in Channeltivity. 
  3. Create the Channeltivity Deal Company and/or Contact if they don't already exist.
  4. Create the Deal Registration based on the information from the HubSpot Deal.
  5. Send an email notification to the Deal Owner. (The configuration of your portal's Deal Email Notifications will determine the other recipients that are notified about the Deal's creation). 

Note: You can trigger a full sync manually at any time using the Sync Manager

 

 

Configuring the HubSpot Deal Import Integration

 

Step 1: Configure the Deal Registration integration with HubSpot

 

Before configuring the Deal Import Integration, you must first configure Channeltivity's Deal Registration integration with HubSpot

 

Step 2: Create HubSpot Deal Fields to be used by the Deal Import Integration

 

After configuring Channeltivity's Deal Registration integration with HubSpot, which included the creation of a checkbox property on the HubSpot Deal called, "Sync with Channeltivity," you'll create the below properties on the Deal object in HubSpot: 

  1. Checkbox property called "Export to Channeltivity Deal." 
  2. Text property called "Channeltivity Partner Email." 
  3. The properties below are only applicable to customers using the Distributor modulewith Deal Registration:
    1. Text property called "Channeltivity Distributor Email." 
    2. (Optional) Dropdown select property called "Deal Owner Type" that includes the two values below:
      • Partner-owned 
      • Distributor-owned

Note: By default, imported Deals are owned by the Partner. The Deal Owner Type picklist property on the Deal in HubSpot can be used to specify whether the Deal is owned by the Partner or Distributor. 

 

Step 3: Configure the Deal Import Integration

 

In Channeltivity, go to Settings > HubSpot Integration > Deal Registration to update the settings in the below screenshot: 

  1. Sync with Channeltivity – this setting should default to the "Sync with Channeltivity" checkbox that you created when configuring the Deal Registration integration with HubSpot in Step 1 listed above. 
  2. Check the "Pull Deals from the HubSpot" box. 
  3. Export to Channeltivity Deal – select the "Export to Channeltivity Deal" checkbox that you created in Step 2 listed above. 
  4. Channeltivity Partner Email – select the "Channeltivity Partner Email" email field that you created in Step 2 listed above. 
  5. Channeltivity Distributor Email – select the "Channeltivity Distributor" email field that you created in Step 2 listed above. (Only available if you have the Distributor module enabled)

 

Step 4: Configure Field Mappings

 

You'll then scroll down the page to the Field Mappings section to configure the Deal Registration field mappings. By default, only the below required fields need to be mapped. However, if this is the first time you're configuring the HubSpot integration in your Channeltivity instance, many of these mappings will already be in place. You’ll also have the option to add additional mappings to pull more information from HubSpot when creating Deals. 

 

  • Amount
  • Close Date
  • Deal Name 
  • Stage
  • Contact First and Last Name - These field mappings are used to create the Deal's End User (Customer) Contact. They are only used when a new Deal is created and not on subsequent syncs.
  • Deal Owner Type (Optional - Distributor module only) – By default, imported Deals are owned by the Partner. However, if you have the Distributor module enabled and need to import Deals owned by Distributors, create a new mapping for the "Deal Owner Type" picklist in Channeltivity to a picklist property on the HubSpot Deal that includes two values: Partner-Owned and Distributor-Owned. The integration will use this picklist to know whether the imported Deal is owned by the Partner or Distributor.

 

When you're done, click "Save" to save your changes. 

 

 

Preparing a HubSpot Deal for Import

 

After completing steps 1-4 listed above, you can begin importing HubSpot Deals into Channeltivity as Deals. Here are the requirements: 

  1. Make sure the HubSpot Deal has an associated Company in HubSpot.
  2. Make sure the HubSpot Deal has an associated Contact in HubSpot. 
  3. Select the Sync Flag checkbox (ex. Sync with Channeltivity).
  4. Select the Deal Import checkbox (ex. Export to Channeltivity Deal).
  5. Enter the Partner User email (ex. Channeltivity Partner Email). The email address must be associated with an Active Partner User in Channeltivity with permissions to the Deal Registration module. 
    • Depending on your configuration of the Distributor Module Settings, this property may be optional for Deals that have the Deal Owner Type field set to Distributor-Owned
  6. (Optional - Distributor module only) Enter the Distributor User email (ex. Channeltivity Distributor Email):  The email address must be associated with an Active Distributor User in Channeltivity with permissions to the Deal Registration module.
  7. (Optional - Distributor module only) Set the Deal Owner Type picklist to Distributor-Owned or Partner-Owned. By default, imported Deals are owned by the Partner.

 

 

Running the Deal Registration Import

 

Once the Deal or multiple Deals have been properly prepped in HubSpot, you can wait for the import process to run (this happens approximately every hour) or launch it manually from within Channeltivity using the Sync Manager (Settings > HubSpot Integration > Sync Manager).  Simply select the checkbox next to the "Deal Registration" integration> Actions > Run Full Sync Now to manually trigger a full sync. 

 

Please note that depending on your integration, it may take several minutes to complete a full import. 

 

Viewing Imported Deals and Troubleshooting Deal Registration Import Errors

 

Once the integration sync has completed, head over to the Deal Registration module to view the results. You can click the  "Created Date" column header on the Deals lister page to sort by the Created Date descending to view the latest Deals at the top.  


If your HubSpot Deals didn't all import, use the Integration Log to find out why. The helpful error messages will explain why an Deal was not imported and suggest solutions for resolving common import issues.







Related Documentation: 

What is the Deal Registration Module and how does it work?

What Is the Distributor Module and How Does It Work with Deal Registrations?

HubSpot Integration: Deal Registration - Overview

HubSpot Integration: Deal Registration - Setup Walkthrough