This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
General
Automatically create new HubSpot records and populate HubSpot record fields with data from completed documents.
Use case: You have a new potential customer, and you want to create a new record with their personal data by sending a lead form to them.
How to set up
When the bot runs by default:
The Create HubSpot records bot activates once the documents are completed by the step after which the bot is set. To add the bot to your workflow, click the plus icon.
Then, select Bot from the list.
Search for the Create HubSpot records bot. Then, install the bot to your workflow by clicking the corresponding button.
Connection settings
Select Connect in the Connection settings section to connect the bot to your HubSpot organization.
Then, select and connect a HubSpot account. You can also create and connect a new account (by clicking Add new connection).
Note: The connected account should have editing permissions for the entities where the records will be updated. Otherwise, the record won't be updated.
Once connected, select Continue to proceed.
Action settings
In the Select objects and map fields section, select a base entity in HubSpot where you'd like to connect your workflow. A base entity is where the data from a completed document will be populated.
Select related HubSpot entities if needed. A related entity is a child or parent entity of a base entity where a new record will also be created. The relation between two newly created records will also be set up in this way. For example, select Contacts as the base entity and Companies as the related entity.
Note: It's not possible to create new HubSpot records in the base entity's related custom entity (set up in the bot settings) as this functionality isn't supported by the HubSpot API.
Map document fields to HubSpot entity fields. Field mapping means matching document fields with the corresponding record fields.
Best practice: Ensure that all fields that are required to create a record in a specific entity are mapped, otherwise records cannot be created.
Once done, select Continue to proceed.
Conditions
Define conditions for the bot to activate exactly as you need. When not defined, the bot will activate according to the default triggers (when a recipient completes the document).
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.