HubSpot Property Mapping for Contact record creation

Contact and Lead field mapping is a critical step to configure how RollWorks creates contacts and leads in your HubSpot instance, ensuring that data flows smoothly and accurately. Currently, field mapping customization is available for HubSpot Contacts only to support the creation of these records when you launch a Contact Discovery Workflow. At this time RollWorks does not offer field mapping customization for Company record creation.

The table below includes the RollWorks field mapping available for Contact creation in HubSpot:

RollWorks Contact Default HubSpot Contact properties Notes
RollWorks Sourced RollWorks Sourced

Field Mapping mandatory. Learn more here

First Name First Name Field Mapping mandatory
Last Name Last Name Field Mapping mandatory
Business Email Email Field Mapping mandatory
Job Title Title Field mapping optional
Mobile Phone Mobile Phone Field mapping optional
Direct Number Business Phone Field mapping optional
Contact Street Mailing Street Field mapping optional
Contact City Mailing City Field mapping optional
Contact State Mailing State/Province Field mapping optional
Contact Country Mailing Country

Field mapping optional

This field captures the contact’s location, regardless where the company is located. Currently we only support the creation of contacts located in the US, the company can be located anywhere.

Seniority Level N/A Field mapping optional
Contact Street 2 N/A Field mapping optional
Contact Zip Code N/A Field mapping optional
Contact Zip Code + 4 Code N/A Field mapping optional
Company City N/A Field mapping optional
Company State N/A Field mapping optional
Department N/A Field mapping optional
Office Street N/A Field mapping optional
Office Street 2 N/A Field mapping optional
Office City N/A Field mapping optional
Office State N/A Field mapping optional
Office Zip Code N/A Field mapping optional
Office Zip Code + 4 Code N/A Field mapping optional

 

How to configure Contact Field Mapping:

  • Log in to RollWorks and Navigate to Settings
  • Under Integrations click HubSpot
  • Scroll down to the Field Mapping section on the page
  • Click Edit next to HubSpot Contact

 

 

 

Mandatory Contact field mapping

The following three fields are mandatory for Contacts:

RollWorks Contact Field Default HubSpot Contact property Notes
First Name First Name Field Mapping mandatory
Last Name Last Name Field Mapping mandatory
Business Email Email Field Mapping mandatory
RollWorks Sourced RollWorks Sourced Field Mapping mandatory

These three RollWorks fields must be mapped to your HubSpot fields as they are essential for contact creation used by our Contact Discovery Workflow feature.

By default they are mapped to the default fields for First Name, Last Name, and Email in your HubSpot instance, however, you can adjust as needed by selecting a different field from the dropdown under the column HubSpot Properties.

Screenshot 2024-06-11 at 12.00.33 PM.png

 

RollWorks Sourced field

This field mapping allows you to identify in HubSpot which Contacts records have been created by RollWorks through a Contact Discovery Workflow. This field can help with attribution to RollWorks or to create reports.

When you complete the initial HubSpot integration with RollWorks, we automatically create a custom property called “RollWorks Sourced” in your Contact object.

When a new HubSpot contact is created by RollWorks through a Contact Discovery Workflow, we will update the custom property “RollWorks Sourced” to True, so that you have an indication of what records have been created by RollWorks.

Your CRM admin can use this property to create logic to assign the newly created contacts to your Sales team.

Screenshot 2024-06-11 at 12.01.47 PM.png

Optional Contact field mapping

In addition to the three mandatory fields (First Name, Last Name, and Email) RollWorks can write additional data points to the Contacts we create in HubSpot through a Contact Discovery Workflow.

Below are the additional RollWorks contact data points available to configure field mapping:

RollWorks Field HubSpot Default Property Mapping Notes
Job Title Title Field mapping optional
Mobile Phone Mobile Phone Field mapping optional
Direct Number Business Phone Field mapping optional
Contact Street Mailing Street Field mapping optional
Contact City Mailing City Field mapping optional
Contact State Mailing State/Province Field mapping optional
Contact Country Mailing Country

Field mapping optional

This field captures the contact’s location, regardless of where the company is located. Currently, we only support the creation of contacts located in the US, while the company can be located

Seniority Level N/A Field mapping optional
Contact Street 2 N/A Field mapping optional
Contact Zip Code N/A Field mapping optional
Contact Zip Code + 4 Code N/A Field mapping optional
Company City N/A Field mapping optional
Company State N/A Field mapping optional
Department N/A Field mapping optional
Office Street N/A Field mapping optional
Office Street 2 N/A Field mapping optional
Office City N/A Field mapping optional
Office State N/A Field mapping optional
Office Zip Code N/A Field mapping optional
Office Zip Code + 4 Code N/A Field mapping optional

 

Default Contact Owner in HubSpot

The Contact Owner for the newly created Contact record will be blank by default. The default Contact Owner is not customizable.

 

Managing Changes

  • When you change your Contact field mapping the changes are applied immediately to your active workflows.
  • If you make changes to field mappings after a Contact Discovery Workflow has started, the changes will not apply retroactively for contacts and leads created before the change. They will only take effect for any new contacts that are acquired in the next Workflow run after the field mapping changes have been saved in RollWorks.
  • Since mappings are stored centrally, any changes you make will apply to contact records being created from anywhere across the RW platform.

 

Error Handling

  • If a default field or a user-selected field becomes unavailable (e.g., if the field name is changed in your HubSpot instance), RollWorks will display a warning on both the workflow action slider and the edit mapping slider. This alert helps you identify fields that need attention.
  • To resolve issues with unavailable fields, you can either map the field to a different HubSpot property or delete the mapping. Note that you cannot delete or change mappings for mandatory fields.
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