HubSpot Extension

About the HubSpot Extension

You can create or update deals and contacts in HubSpot based on events in Qualtrics. That way you can integrate your Qualtrics Experience Management systems with incoming sales opportunities. For example, a Qualtrics survey where respondents fill out contact information can create new contacts in HubSpot, and a survey you send to interested parties upon the close of a deal can create a deal in HubSpot as soon as the response is submitted.

Setting Up a HubSpot Task

1. Navigate to the Workflows tab of a survey or the global Workflows page.
   
2. Click Create a workflow.
3. Choose whether you want your workflow to be Scheduled or Event-based. See Scheduled Workflows vs. Event-based Workflows for more information about each option.
4. Set up the event for your workflow (if event-based) or determine the schedule (if scheduled).
   
5. Click the plus sign ( + ) and then Conditions to add conditions to your workflow. Conditions determine under what circumstances the workflow runs. See Creating Conditions for more information.
   Qtip: This is most helpful if you don’t want a HubSpot ticket created or updated for every single response that is submitted to the survey.
6. Click the plus sign ( + ) and then Task.
7. Select HubSpot.
   
8. Choose the HubSpot task you’d like to use. You have the following options:
   
   • Create deal
   • Update deal
   • Create contact
   • Update contact
   • Create ticket
   • Update ticket
   • Create company
   • Update company
9. Click Next.
10. Select the HubSpot account you use.
    
    Qtip: Here, you will see any HubSpot accounts your Brand Administrator has configured in your license’s Extensions. Additionally, you will see any personal HubSpot accounts you’ve previously connected to your Qualtrics account.
11. If there is a different HubSpot account you’d like to use that you do not see listed here, click Add user account and login to the account.
    Qtip: When adding a new account, you need to give your account a name. Make sure to pick a name that is easily identifiable.
    
    Qtip: You can edit your connected account’s name by clicking the pencil icon in the account selection window. To disconnect your account, click the trash can icon. Be careful when deleting accounts, as any plugins using this account will no longer work.
12. Click Next.
13. Continue setting up the task depending on the type of task you selected earlier. Setups for each task type are below.

Create Deal

1. Enter the Deal Name. The Deal Name is the name of the deal to be saved in HubSpot.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have an Embedded Data field called HubSpotOwner and use Branch logic to assign an owner for the deal.
2. Click Add Field to add additional fields. You have the following options:
   • HubSpot Owner ID: Unique ID of who should be owner of the deal in HubSpot.
   • Deal Stage: The current state of the deal. Options include “Closed lost,” “Contract Sent,” “Appointment scheduled,” “Decision Maker Bought-In,” “Qualified to buy,” and “Closed won.”
   • Pipeline: Set up a pipeline to predict revenue. For different deals, you can have different pipelines. Deal pipelines can be used to predict revenue and identify roadblocks in your selling process. Deal stages are the steps in your pipeline that signify to your sales team that an opportunity is moving toward the point of closing. Keeping track of your deals progress in your deal pipeline gives you a more detailed picture of your projected revenue for a given time.
   • Amount: The amount the deal is valued at. Numbers only, no commas or symbols.
   • Deal Type: The type of deal. Options include “newbusiness” and “existingbusiness.”
   • Additional field value: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
3. Click the minus button ( – ) to remove a field.
4. When finished, click Save.

Update Deal

1. Enter the Deal ID. The Deal ID is unique ID of the deal to be updated.
   Qtip: Having trouble finding a deal’s ID? Contact Hubspot’s support team for additional assistance.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have an Embedded Data field called HubSpotOwner and use Branch logic to assign an owner for the deal.
2. Click Add Field to determine what fields will be updated in the deal. You have the following options:
   • Deal Name: A name for the deal.
   • HubSpot Owner ID: Unique ID of who should be owner of the deal in HubSpot.
   • Deal Stage: The current state of the deal. Options include “Closed lost,” “Contract Sent,” “Appointment scheduled,” “Decision Maker Bought-In,” “Qualified to buy,” and “Closed won.”
   • Pipeline: Set up a pipeline to predict revenue. For different deals, you can have different pipelines. Deal pipelines can be used to predict revenue and identify roadblocks in your selling process. Deal stages are the steps in your pipeline that signify to your sales team that an opportunity is moving toward the point of closing. Keeping track of your deals progress in your deal pipeline gives you a more detailed picture of your projected revenue for a given time.
   • Amount: The amount the deal is valued at. Numbers only, no commas or symbols.
   • Deal Type: The type of deal. Options include “New business” and “Existing business.”
   • Additional Field: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
3. Click the minus button ( – ) to remove a field.
4. When finished, click Save.

Create Contact

1. Enter the First Name of your contact.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have an Embedded Data field called HubSpotOwner and use Branch logic to assign an owner for the deal.
2. Click Add Field to determine what fields will be prepopulated for your new HubSpot contact. You have the following options:
   • Email: The contact’s email address.
   • Last Name: The contact’s last name.
   • Website: The contact’s website. Please type a full URL.
   • Company: The company the contact works for.
   • Phone Number: The contact’s phone number.
   • Address: The contact’s street address. Do not include city, state, or zip code.
   • City: The city where the contact lives.
   • State: The state where the contact lives.
   • Zip Code: The contact’s zip code.
   • HubSpot Owner ID: The Unique ID of who should be the owner of the deal in HubSpot.
   • Additional field value: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
3. Click the minus button ( – ) to remove a field.
4. When finished, click Save.

Update Contact

1. Enter the Contact ID of the contact you’d like to update.
   Qtip: Having trouble finding a contact’s ID? Contact Hubspot’s support team for additional assistance.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have a Text Entry question where you ask the survey respondent to provide information such as name, email address, or means of contacting them.
2. Click Add Field to determine what fields will be prepopulated for your new HubSpot contact. You have the following options:
   • Email: The contact’s email address.
   • First Name: The contact’s first name.
   • Last Name: The contact’s last name.
   • Website: The contact’s website. Please type a full URL.
   • Company: The company the contact works for.
   • Phone Number: The contact’s phone number.
   • Address: The contact’s street address. Do not include city, state, or zip code.
   • City: The city where the contact lives.
   • State: The state where the contact lives.
   • Zip Code: The contact’s zip code.
   • HubSpot Owner ID: Unique ID of who should be owner of the deal in HubSpot.
   • Additional field value: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
3. Click the minus button ( – ) to remove a field.
4. When finished, click Save.

Create Ticket

1. Enter the Ticket Subject for the ticket you are creating.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have an NPS question in your survey and want to include the respondent’s NPS group in the Ticket Content.
2. Enter the Ticket Content which is the body of the ticket.
3. Enter the Ticket Pipeline ID. This is found in your account and is either 0 or 1.
   Qtip: Having trouble finding a ticket’s ID? Contact Hubspot’s support team for additional assistance.
4. Enter the Ticket Status.
5. Click Add Field to determine what fields will be pre-filled when the ticket is created. You have the following options:
   • HubSpot Owner ID: Unique ID of who should be owner of the deal in HubSpot.
   • Additional Field: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
6. Click the minus button ( – ) to remove a field.
7. When finished, click Save.

Update Ticket

1. Enter the Ticket ID of the ticket to be updated.
   Qtip: Having trouble finding a ticket’s ID? Contact Hubspot’s support team for additional assistance.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have an NPS question in your survey and want to include the respondent’s NPS group in the Ticket Content.
2. Click Add Field to determine what fields will be updated in the ticket. You have the following options:
   • Ticket Subject: The subject line of the ticket.
   • Ticket Content: The ticket content.
   • Ticket Pipeline ID: The Pipeline ID found in your account. Value is either 0 or 1.
   • Ticket Status: The status the ticket should be changed to.
   • HubSpot Owner ID: Unique ID of who should be owner of the deal in HubSpot.
   • Additional Field: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
3. Click the minus button ( – ) to remove a field.
4. When finished, click Save.

Create Company

1. Enter the company’s name.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have a Text Entry question where you ask the survey respondent to provide information such as name, email address, or means of contacting them.
2. Click Add Field to determine what fields will be added to the company. You have the following options:
   • Company description: A description of the company.
   • Street address: The company’s street address. Do not include city, state, or zip code.
   • City: The city of the company’s address.
   • State/Region: The state or region of the company’s address
   • Zip code: The zip code of the company’s address
   • Country: The company’s country
   • HubSpot Owner ID: Unique ID of who should be the owner of the deal in HubSpot.
   • Additional Field: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
3. Click the minus button ( – ) to remove a field.
4. When finished, click Save.

Update Company

1. Enter the Company ID of the company you’d like to update.
   Qtip: Having trouble finding a company’s ID? Contact Hubspot’s support team for additional assistance.
   Qtip: Click the {a} icon to insert Piped Text as your field value. Piped Text is great for when the value may be dynamic and changing based on survey responses provided. For example, you may have a Text Entry question where you ask the survey respondent to provide information such as name, email address, or means of contacting them.
2. Click Add Field to determine what fields will be updated on the chosen company. You have the following options:
   • Company: The name of the company.
   • Company description: A description of the company.
   • Street address: The company’s street address. Do not include city, state, or zip code.
   • City: The city of the company’s address.
   • State/Region: The state or region of the company’s address.
   • Zip code: The zip code of the company’s address.
   • Country: The company’s country.
   • HubSpot Owner ID: Unique ID of who should be owner of the deal in HubSpot.
   • Additional field value: This option can be used to specify the key and value of an additional Hubspot field that you may want to populate from Qualtrics data. This can be any field that is in a deal object, but not provided as an option above. This can be a field that HubSpot provides as a default field, or a custom field you created.
3. Click the minus button ( – ) to remove a field.
4. When finished, click Save.

FAQs