Syncing one HubSpot portal to multiple Salesforce instances with PieSync
Nov 4, 2020 12:10 PM - edited Nov 4, 2020 12:15 PM
I am a BIG fan of the HubSpot - Salesforce Integration. My very first customer call as a HubSpot representative was a three-hour-long Salesforce integration-related question. A baptism of fire one may say.....
I came into the SFDC world because I hated not knowing what was going on but I stayed because three years later, I am still learning and I adore the complexity of the logic that is sometimes required. There are so many variations of SFDC setups. Requirements change and I am constantly learning more nuances to our integration. The new challenge I was recently asked about was syncing HubSpot with multiple instances of SFDC. I was told it wasn't possible but where there is a will, there is a way!!
PieSync is a solution that allows you to build the bridge between different platforms without requiring any development or coding. It's multiple integrations at the tip of your fingers!
Step by Step Guide:
- To begin with, I set up a PieSync account here
- I have two SFDC instances already for testing purposes
- Within my HubSpot portal, I created two property groups 'SFDC Portal A' and 'SFDC Portal B'. Within these groups, I created the data sets (Properties in HS and Fields in SFDC) that I wanted to 'talk to each other' between the different portals. From a scalability perspective, I would recommend that you pass minimal information so to protect your data integrity. You also need to be mindful that there may be duplication in these properties so clearly mark them as the relevant SFDC portal properties.
See example below, rinse and repeat dependent on what data you want to sync to the portal B.
- Next up I created two static lists in HubSpot, as below.
- I created two new connections in my PieSync account. One synced with portal A and one synced with portal B.
- Connection one: I set up the rules so that 'IF a lead is in SFDC THEN sync it two-way between SFDC and HS and add to static list SFDC Portal B'. This rule can be refined to specify what SFDC leads by adding more filters. The next rule is 'IF a contact is in HS and in static list SFDC Portal B THEN sync it two-way between SFDC and HS.' You will also be able to refine this criteria if required.
- The next part of this same connection is around the field mappings. In order to protect data integrity. I have turned off all of the 'normal' properties syncing so that only the custom options I created to sync with portal B will be synced across as well as the email property as this is HubSpot's unique identifier for contacts (for deduplication reasons).
Again you can rinse and repeat for the connection to portal A.
- Identify what data points are needed by the sales team within the relevant portal and what a 'good lead looks like' to that team. You will need to align with sales to make sure that your addition of leads makes sense in how they use their SFDC.
- You will need to put safeguards in place so that if a lead exists in portal A and portal B that you do not have the same contact going down through similar nurture workflows. This can easily be done by having an exclusion list that filters contacts by 'portal A property' is known and 'portal B property' is known (properties that are required are a good way to go!).
- You can create a workflow that will add contacts in HubSpot to the static list once they meet the requirements you set as an enrollment trigger. This is your 'inclusion list' where you will be able to clearly identify what records are syncing with the relevant SFDC portal.
- Ask whether the different SFDC portals have validation rules that need to be met in order for a lead to be created. These rules need to be reflected in the criteria you set in the workflow to add contacts to a static inclusion list.
- Naming conventions are going to be important in property creation, workflows lists etc.
- If there is information within SFDC that is syncing across that you would like to populate other HubSpot fields used by your marketers, you can then use workflows to copy the values from SFDC portal specific property to relavant HubSpot property.
- I would recommend keeping the data set small from a scalability perspective.
- You can only sync leads/contacts - not deals/opportunities or companies/accounts or custom objects at this time.
This is a working solution and I am open to any and all holes. Pick apart and send me over any feedback! I hope this helps!