Action - Update HubSpot Record
This action step updates an existing record in your HubSpot account. It allows you to update the current contact in the flow or any other record associated with the contact.
The step supports updating the following types of records:
- Current contact
- Associated Companies
- Associated Tickets
- Associated Conversations
- Associated Deals
- Associated Quotes
- Associated Feedback submissions
This action, along with the " Create New HubSpot Record" action, is the most powerful HubSpot step in our flow builder, as it allows you the greatest flexibility in automating your HubSpot processes and has the most robust setup.
Update HubSpot Record video overview
How to set up "Update HubSpot Record" step
The setup of this step consists of 3 parts:
- Choose record type
- Choose association
- Map fields
1. Choose record type
First, you have to choose what record you want to update.
You can also select if you want to create the record if none exists. This option is extremely helpful as it saves you from setting up an additional "Create a New HubSpot Record" step. Essentially it will work like this step if this is selected.
2. Select association type
If you select a record type different than "Current Contact," you also get to choose an association type:
- Primary - this option will only update the primary defined record. You can define the primary record in HubSpot.
- All associated records - for example, all associated companies. This will update all of the associated records, so be careful when selecting this.
3. Map record properties
Depending on what record type you have chosen, you'd be able to map Encharge fields to HubSpot properties to update the record with the new value. For example, if you want to update the associated companies, you can map the company website and the company lifecycle stage.
Note that each record has different properties, so you must first select the right record type before mapping properties.
To map properties, click on the "Add Property" button When you click on the button, you will see a list of all the properties for this record type in HubSpot. When you select the property, you can then choose the Encharge field to map it to.
You can also delete unwanted properties by using the trash icon to the right.
Input types
The step supports different data input types for the mapped fields:
- Edit value only
- Map from existing property
- Edit with merge fields
Map from existing property is the default input type selected. It allows you to map to one of the existing fields in Encharge. It will dynamically populate the value. For instance, if you select the Phone field, it will populate the value with the phone field of the person:
Edit value only allows you to enter a custom value. For instance, if you want, you can populate the field with a fixed phone number - that way, each updated record will be populated with this fixed value (example below). Note that some fields support specific value types - for example, some fields support only numbers.
Edit with merge fields allows you to use merge tags in your field value. When you select this option, you will see the merge tag icon appear to the right of the field. You can use it to generate merge tags. You can also use merge tags along with fixed values. For instance, in the example below, we are populating the field value with a fixed number "+1" and a dynamic phone number:
Use Cases
Update associated deals when a person becomes a customer
In the example below, we change the deal stage of all associated deals when a person activates a subscription in Chargebee.
Here is the setup of our "Update HubSpot Record" step for the update of all associated deals:
We are updating the following fields:
- Deal name (in case a deal doesn't exist) - will be populated with the Website of the account.
- Deal Amount - MRR (coming from Chargebee). This allows us to have a numeric deal value automatically.
- Deal stage - "Close Won" in our "Sales PIpeline"
- Closed Won Reason - "Converted from trial"
Apart from this step, we also have another "Update HubSpot Record" step where we are updating some of the company information. More specifically, we want to change the company lifecycle stage to "Customer":
Further reading: All HubSpot flow steps