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Automation Action: HubSpot

Configure an action that allows you to create and update records in HubSpot

Peter Novosel avatar
Written by Peter Novosel
Updated this week

Plan Availability

All plan types

Permissions

Solution Managers and Administrators

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What is an Action?

An automation action is a step that performs a task, event, or change. Think of an action as:

When Something happens (the Trigger) and These Conditions are true, then This Event (the Action) occurs.

SmartSuite's "Create Record" action for HubSpot allows you to automatically add new Contacts, Companies, and Deals. This is just the first version—stay tuned for future enhancements!

Select the HubSpot Action

The HubSpot Action is a native integration, making setup quick and easy:

  1. Click Automations from the Solution drop-down menu.

  2. Ensure you have Solution Manager or Administrator permissions.

  3. Click Add Automation to create a new automation that will interact with HubSpot.

Choose the HubSpot Action

  1. Create a new automation and select your Trigger.

  2. Under Integrations, choose HubSpot.

  3. Select "Create Record" (additional actions coming soon!).

Configuring HubSpot "Create Record"

Once your automation trigger fires and conditions are met, the HubSpot Update Record action will modify an existing entity. Follow these steps to configure it:

  1. Connect Your HubSpot Account

    • Click Connect

    • Enter your credentials

  2. Choose an Entity Type

    Select the type of record you want to update:

    • Contact

    • Company

    • Deal

    Each type has unique fields and values.

  3. Select the Record to Update

    Click "Select Record Identifier" to choose how to locate the record.

    • Use a unique ID (e.g., Contact ID, Company ID, or Deal ID).

    • Use a matching field (e.g., email for contacts, domain for companies).

  4. Add Field Details

    Click "Select Field" under Fields.

    • Choose from the dropdown list of available HubSpot fields or type a field name to search.

    • Click the field to add it to your configuration.

    • Enter a static value or select a dynamic field from the trigger.

    • Repeat until all required fields are populated.

  5. Save & Activate Automation

    Click "Save Automation" to store the configuration.

    You’ll be prompted to turn the automation on:

    • Click "Yes, switch it on" to activate it immediately.

    • Choose to leave it off if you’re not ready to update records yet.


Practical Use Cases and Scenarios

1. Automate Lead Capture

Scenario: A new form submission is received on your website.

Solution: Use the HubSpot action to automatically create a new Contact in HubSpot with the submitted details.

2. Sync Deals from SmartSuite to HubSpot

Scenario: A sales deal is marked as "Closed-Won" in SmartSuite.

Solution: Trigger an automation to create a Deal in HubSpot, ensuring seamless tracking between platforms.

3. Streamline Company Data Updates

Scenario: A new company record is added in SmartSuite. Solution: Configure an automation to create a Company record in HubSpot, keeping CRM data aligned.

By leveraging SmartSuite’s HubSpot automation, you can eliminate manual data entry, ensure data consistency, and enhance workflow efficiency. Start automating today!

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