Automation Setup

This integration allows you to create a link between your deals in Hubspot and your projects in Birdview. Basic scenario: when a deal reaches a certain stage (which you can choose during further setup), a project is created in Birdview. If the deal properties are updated, the project will also be updated. 

In addition, the integration allows you to create and update customers in Birdview based on contacts in Hubspot.

 

Step 1 - Select scenarios to include in the automation 

On the first screen, you can select which scenarios you want to add to your Birdview Automations account:

 

Step 2 - Set up app connections

The next screen requires you to establish a connection to your Birdview account and your Hubspot account. When you enabled Birdview Automations, a connection to Birdview was automatically created for you. Select it from the list.

 

After that, choose to create a connection for Hubspot. You will need to enter your login details and give permission for our app to access.

 

 

Step 3 - Custom fields required for the automation

On the next screen, you can see a set of custom fields that are involved in the automation.

The most important fields are those for storing the Birdview Project ID (in the deal) and the Birdview Customer ID (in the contact). They are used to ensure the connection between the deal and the project, as well as the contact and the customer. 

Create these fields in your Hubspot account:

1. Custom field for Deals, of type Integer, for storing Birdview Project ID
2. Custom field for Contacts, of type Integer, for storing Birdview Customer ID

For reference: https://knowledge.hubspot.com/properties/create-and-edit-properties, 

Then select them on this screen in all scenarios you’ve installed. If you do not see them in the lists, click Refresh fields at the end of the dropdown list.

 

 

 

Step 4 - Select a scenario to configure 

On the next screen, you can see 4 scenarios that you’ve added to your account, but all of them are now turned off and don’t work. To enable them, settings need to be updated first.

Scenario 1. Create a project in Birdview when Hubspot deal is close to be completed

Click to open the scenario settings.

On the next screen, you can see scenario steps. Some of the steps need to be configured. 

 

Scenario overview

As soon as a deal moves to a certain status, the service checks whether there is a project in Birdview that corresponds to this deal. If there is no such project yet, it is created, and if there is, it is updated.

 

Set up an incoming data filter for Scenario Step 1

Click for the first step of the scenario. 

 

On the screen that opens, select the deal stage at which the project should be created in Birdview, as well as all those logically following it, except (conceivably) Contract Lost. You can select multiple pipelines.

 

 

Set up project creation - Scenario Step 3

Click to open the settings of Scenario Step 3 .

 

 

At this step, you can set up field mapping when creating a project from a deal. If your account has any custom fields that are mandatory to fill, you need to select them at this step, otherwise the automation will not work. For example, you can select Deal ID as a project custom field.

 

NB: It is important to remember the mapping as you will need it in the next steps.

 

Set up project update - Scenario Step 6

Click to open the step settings and set the same mapping as you set for the project creation. Please do not remove the Project Billing field - it will not affect the project you created; however, due to system limitations you have to save this field on each update.

 

 

That’s it. Return to the scenario list, clicking the Hubspot link in the top left corner.

 

Scenario 2. Synchronize project updates in Birdview with Hubspot deal property changes

Using this scenario, the app updates a project in Birdview when any deal fields in Hubspot change, such as amount, title, description, or any other.

To access its settings, click .

 

Set up project update - Scenario Step 3

Click to open the Step 3 (Birdview: Update project) settings and set the same mapping as you did for the project creation (see above). Please do not remove the Project Billing field - it will not affect the project you created, but due to system limitations you need to save this field on each update.

 

 

That’s it. Return to the scenario list, clicking the Hubspot link in the top left corner.

 

Scenario 3. Create a customer in Birdview based on Hubspot contact

Scenarios 3 and 4 keep in sync Hubspot contacts and Birdview customers using the same logic as for deals and projects.

 

Set up customer creation - Scenario Step 2

Click to open settings of Step 2 - Birdview: Create customer and set up mapping of the fields.

 

 

On completing this, return to scenarios list.

 

Scenario 4. Update a customer in Birdview when contact in Hubspot is updated

Set up customer update mapping - Step 2

In step 2, in the first field Customer ID, specify the contact field in Hubspot where the Customer ID is located, and set the other fields the same way they were set when creating the customer.

The scenario setup is now complete. Now you can enable the ones you need using switches and test their operation.