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 update data that is stored in HubSpot record fields with the data from completed documents.
Use case: You have a prospect you are working with. During a discovery call, the Account Executive fills the discovery report form with use cases, some needs and pains, and adds a decision maker. Now, you want all of these to appear on the existing Deal record in HubSpot.
How to set up
When the bot runs by default:
The Update 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 Update 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 additional fields need to be updated. For example, select Deals as the base entity and Companies as the related entity.
Note: It's not possible to update HubSpot records in the related custom entities of the standard entity (specified as a base entity in the bot settings) as this functionality isn't supported by the HubSpot API.
Map HubSpot entity fields to document fields. Field mapping means matching record fields with the corresponding document fields.
In the Select starting record section, specify whether you need to use data from any matching record or from all matching records.
Set up criteria for finding the starting record in HubSpot. To do so, configure the lookup by matching the HubSpot entity field and the corresponding value for finding the starting record.
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.