Contact field mapping is a critical step to configure how RollWorks creates contacts in your HubSpot instance, ensuring that data flows smoothly and accurately.
RollWorks can create new Contact records in your HubSpot instance through the following Contact Discovery Workflows:
- Acquire New Contacts: this Workflow template uncovers new contacts within accounts that exhibit buying signals. You will be able to acquire new unknown contacts that do not currently exist in your CRM and match your specified criteria.
- Discover New Engaged Contacts: this Workflow template uncovers new contacts that are engaging with your website and belong to accounts that exhibit buying signals.
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 | 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 toSettings
- 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 | 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.
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.
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 |
Fixed Value field mapping
In addition to the RollWorks fields mentioned in this guide, you can map a static or fixed value to a HubSpot Contact property of your choice.
This can be especially useful if you want to specify a lead status, sub-status, or use different fields for lead source or attribution.
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.