Creating HubSpot Scenarios

Requirements

Integrations Platform: M-Bridge

Subscription Plan: Enterprise

User Permissions: Account Administrator

Overview

After you create your HubSpot mapping tables, you can create your scenarios in M-Bridge. There are four pre-built scenarios available for the HubSpot integration:

• HubSpot Deal to Mavenlink Project—This scenario creates a project in Kantata OX when a HubSpot deal reaches a certain stage.
• HubSpot Deal Line Items to Mavenlink Projects—This scenario creates Kantata projects from line items on HubSpot deals.
• Mavenlink Project Fields to HubSpot Deal Fields—This scenario syncs Kantata project standard fields and project custom fields back to the HubSpot deal that created them.
• HubSpot Company to Mavenlink Workspace Group—This scenario syncs HubSpot company data to Kantata Groups.

How to Set Up the HubSpot Company to Mavenlink Workspace Group Scenario

Note: The HubSpot Company Properties mapping table is required for this scenario.

1. Log in to M-Bridge.
2. On the homepage, locate the HubSpot card and then click Settings.
3. In the top-right corner of the HubSpot Scenarios page, click the Add Scenario button.
   Note: If you haven’t added a scenario yet, this button won’t appear. Instead, you’ll need to click the Add one now link under the search box.
4. On the Create a new Scenario page, click the Type drop-down menu and select the HubSpot Company to Mavenlink Workspace Group scenario.
5. Add a Name for the scenario.
6. In the Schedule drop-down menu, select how often you want to run the scenario.
7. In the Options section, select the Service—or HubSpot account—the scenario will connect to.
8. Select the Syncable Stages the HubSpot deal needs to be in before company updates can be synced to Kantata Groups.

9. If you have more than one HubSpot Company Properties mapping table set up, select one to use for this scenario from the HubSpot company properties drop-down.

10. Click Save Scenario.

How to Set Up the HubSpot Deal to Mavenlink Project Scenario

Note: The HubSpot Company Properties and HubSpot Company Properties mapping tables are required for this scenario.

1. Log in to M-Bridge.
2. On the homepage, locate the HubSpot card and then click Settings.
3. In the top-right corner of the HubSpot Scenarios page, click the Add Scenario button.
   Note: If you haven’t added a scenario yet, this button won’t appear. Instead, you’ll need to click the Add one now link under the search box.
4. On the Create a new Scenario page, click the Type drop-down menu and select the HubSpot Deal to Mavenlink Project scenario.
5. Add a Name for the scenario.
6. In the Schedule drop-down, select how often you want to run the scenario.
7. In the Options section, select the Service—or HubSpot account—the scenario will connect to.
8. Select the Syncable Stages the HubSpot deal needs to be in before deal updates can be synced to Kantata projects.
9. In the HubSpot Deal Control Field drop-down, select which HubSpot deal custom field will determine if that deal will sync to Kantata OX.
10. In the Stories Are Fixed Fee by Default section, select a default billing option for your project tasks:
    • Yes—Tasks are Fixed Fee by default.
    • No—Tasks are Time & Materials by default.
11. In the Tasks Default Non Billable section, select a default billing option for your project tasks:
    • Yes—Tasks are Non-Billable by default.
    • No—Tasks are Billable by default.
12. In the Mavenlink Project Group Options drop-down, select if you would like a Group to be created and/or updated for the new project in Kantata OX:
    • Do Not Create—A Group will not be created for the project.
    • Create Only—A Group will be created for the project.
    • Create and Update—A Group will be created and any updates to the HubSpot company will also update in the Group.
13. In the HubSpot Field for Project Lead drop-down, select which HubSpot email field will be used to determine the project lead.
14. In the Project Fields to Exclude on Update drop-down, select which project fields—both standard and custom—to not update in Kantata OX after the project is created.
15. In the Project Group Fields to Exclude on Update drop-down, select which Group fields—both standard and custom—to not update in Kantata OX after the project is created.
16. In the Required Mappings section, select which mapping set will be used for this scenario in both the HubSpot Deal Properties and HubSpot Company Properties drop-downs.
17. If desired, select a HubSpot Deal Properties mapping set in the Optional Mappings section.
18. Click Save Scenario.

How to Set Up the HubSpot Line Items to Mavenlink Projects Scenario

1. Log in to M-Bridge.
2. On the homepage, locate the HubSpot card and then click Settings.
3. In the top-right corner of the HubSpot Scenarios page, click the Add Scenario button.
   Note: If you haven’t added a scenario yet, this button won’t appear. Instead, you’ll need to click the Add one now link under the search box.
4. On the Create a new Scenario page, click the Type drop-down menu and select the HubSpot Line Items to Mavenlink Projects scenario.
5. Add a Name for the scenario.
6. In the Schedule drop-down menu, select how often you want to run the scenario.
7. In the Options section, select the Service—or HubSpot account—the scenario will connect to.
8. Select the Syncable Stages the HubSpot deal needs to be in before company updates can be synced to Kantata projects.
9. In the HubSpot Line Item Control Field drop-down, select which field in HubSpot will determine if that line item will sync to Kantata OX.
   Note: The control field will have either Yes or No selected on the HubSpot side, which is what determines if the line item will sync or not.
10. In the Line Item Property For Mavenlink Project ID drop-down, select the HubSpot line item custom field that will display the Kantata OX project ID after it syncs.
11. In the Stories Are Fixed Fee by Default section, select a default invoice type for your project tasks:
    • Yes—Tasks are Fixed Fee by default
    • No—Tasks are Time & Materials by default.
12. In the Tasks Default Non Billable section, select a default billing option for your project tasks:
    • Yes—Tasks are Non-Billable by default.
    • No—Tasks are Billable by default.
13. In the Mavenlink Project Group Options drop-down, select if you would like a Group to be created and/or updated for the new project in Kantata OX:
    • Do Not Create—A Group will not be created for the project.
    • Create Only—A Group will be created for the project.
    • Create and Update—A Group will be created and any updates to the HubSpot company will also update in the Group.
14. In the HubSpot Field for Project Lead drop-down, select which HubSpot email field will be used to determine the project lead.
15. In the Project Fields to Exclude on Update drop-down, select which project fields—both standard and custom—to not update in Kantata OX after the project is created.
16. In the Project Group Fields to Exclude on Update drop-down, select which Group fields—both standard and custom—to not update in Kantata OX after the project is created.
17. If desired, select a HubSpot Deal Stages mapping set in the Optional Mappings section.
18. Click Save Scenario.

How to Set Up the Mavenlink Project Fields to HubSpot Deal Fields Scenario

1. Log in to M-Bridge.
2. On the homepage, locate the HubSpot card and then click Settings.
3. In the top-right corner of the HubSpot Scenarios page, click the Add Scenario button.
   Note: If you haven’t added a scenario yet, this button won’t appear. Instead, you’ll need to click the Add one now link under the search box.
4. On the Create a new Scenario page, click the Type drop-down menu and select the Mavenlink Project Fields to HubSpot Deal Fields scenario.
5. Add a Name for the scenario.
6. In the Schedule drop-down menu, select how often you want to run the scenario.
7. In the Options section, select the Service—or HubSpot account—the scenario will connect to.
8. In the HubSpot Field for Project Lead field, type in the Field ID of the HubSpot custom field that will display the name of the Kantata OX project lead.
   Note: This must be a single-line-text type field in HubSpot.
9. If you want the Kantata OX budget to sync to HubSpot in a dollar amount, select Yes in the Sync Budgets in Dollars section. To have the budget sync in cents, select No.
10. To add any additional mapping pairs, click Add Mapping Pair at the bottom of the table and then fill out the fields that appear.
11. Click Save Scenario.

Related Articles

• Kantata OX Integrations Overview
• M-Bridge Integrations Platform Overview
• HubSpot Integration Overview
  • Creating HubSpot Mappings
  • Creating HubSpot Scenarios
  • Creating a Private HubSpot Application