D365 multiple lead record data sync

Data Hub 💬 RevOps Discussions
1

Hi, looking for some help with data sync

I am using a data sync for Lead record creation in Dynamics 365 successfully so far. I have however now hit a ‘use case’ challenge.

I would like to create multiple lead records in D365 if a Hubspot contact has interacted with different campaigns irrespective of their Lifecycle stage and keep D365 Lead records in sync for each campaign (I am using a custom field data sync for the campaign ID/name)

Does anyone know how I can create multiple lead records from the same contact interacting with different campaigns?

Thank you in advance

2

Hi @TLoring,

Thanks for reaching out to the Community!

At this time it’s only possible to create one lead per contact in HubSpot with the HubSpot-Microsoft Dynamics Integration.

I wanted to share this similar feature request in our Ideas Forum.

I would highly recommend upvoting it and sharing your use case in the thread. The Ideas Forum is the best place to provide your feedback on features you would like to see implemented in HubSpot and connect with other users who might be looking for the same feature as you :slightly_smiling_face:
I also wanted to invite our subject matter experts to this conversation to see if they have thoughts on this. Hi @WinnieHien and @FransLeys, do you have any thoughts you could share with @TLoring on their use-case?

Thank you!

Best,

Kristen

3

@TLoring inherently, as long as there is forcibly one single contact record in HubSpot (deduped on email within the CRM), our sync would have difficulty maintaining a live ongoing sync mapping/pairing between a single HS record, and multiple Dynamics records simultaneously.
out of curiosity, @TLoring , if you had a magic wand, how would you expect the sync to behave here? I can e.g. see how we can maybe have new campaign id in HS trigger the sync to recreate a new lead record in Dynamics. But what should it do with the information that is already mapped?

4

Thanks for your reply @FransLeys. If I had a Magic Wand, the data sync behavior I’d like to see:

  • Lead Record data sync trigger to Dynamics when a Contact makes a first touch with a HS campaign (select specific or ‘ALL campaigns’ options, to avoid needing to update trigger configuration when new campaigns are created) and meets a Hubspot Lead score condition
  • Lead record data sync has its own HS unique identifier that can be mapped to a property in Dynamics
  • A rule that enables a new Lead record to be created in Dynamics if the campaign first touch property does not contain data for the contact
  • The Lead sync table in HS should then show the same contacts with multiple lead record syncs, using the Lead UID and the only difference (in my requirement) is that the mapped ‘campaign’ (custom field created) is the differentiator.
  • The other data mapped is predominantly generic contact data in the data sync, with only perhaps ‘Last Touch’ being specific to the campaign touch date/time

Hope that makes sense

Thank you, Tim

5

Just to add some context why the above requirement is important to us at Intercity.

As a managed service provider, we have HubSpot contacts that interact with many campaigns. These contacts are not always ‘New contacts’ and can already be customers. Irrespective of their lifecycle status, we create Lead records based on their interaction with campaigns and look to qualify as Leads to progress to Opportunities and ultimately Sales orders.

Hope that helps with context of requirements

6

thanks for the feedback- really helpful.
to what degree do you expect “leads moving over from HubSpot into Dynamics” to be a continuous data sync? I can’t help but think the main need lies in just getting the lead created, “handed off to Dynamics”… and it doesn’t really need much syncing back and/or forth after that? for reasons of ease of use (and as the PM of data sync) I’d emphatically want all of this to just work inside of data sync, but wouldn’t it also sound like something to solve within HubSpot’s workflow tool?

if there was a way in workflows to forcibly create a new lead record in Dynamics (= action) on the basis of a certain thing taking place in HubSpot (=trigger), would that achieve the same purpose? you would lose out though on a continuous syncing.
note that data sync could still very much run on other objects, like companies, deals, contacts,… it’d just be for lead pushes that we’d do workflows instead.
In our data sync, it’s important to find a good balance of a sync that just works out of the box with solid default settings, and not overload it with complex if-this-then-that scenarios that could really confuse the user (and the sync!) in a two-way setup

7

Thanks for replying Kristen, HS support has also just confirmed this is not possible out of the box, although suggested a ‘Workflow’ may be able to trigger the use case described. Have you considered/tested a workflow option with any success?

Thank you

Tim

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Morning @FransLeys

Yes, a workflow may be the best way to go here. Do you have someone who could write a PoC workflow that can be shared with the community as a starter for ten based on my use case?

Best regards,

Tim

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@TLoring when I referred to a workflow I was in a way validating whether this would be a useful future improvement for us to build and provide on top of the sync. It’s good to hear you’re on the same page with that - but of course it still doesn’t give you that workflow straight away, nor can I give you the commitment that we will actually build this. sorry I didn’t make that more clear.
That being said, we do have “custom code actions” or our workflows also come with the ability to post webhooks… I do not hold the Dynamics/engineering expertise though to validate what instructions it needs to receive to create such a lead.
I can see creating leads in Dynamics is possible through Zapier too, so I’m confident the endpoints are available in Dynamics, along with MS Dynamics’s own ability to (power)automate things.