[NEW] HubSpot Custom Property Transition

What is changing

On November 13th 2024 RollWorks launched new HubSpot custom properties to sync RollWorks data to your Company records in HubSpot. We will continue to sync data to both new and legacy HubSpot custom properties until March 2025 to allow you to transition your HubSpot reports, dashboards, or Workflow automations. We will share the exact date when the legacy custom properties will be deprecated soon. 

Your action is required if you currently use RollWorks data in any reports, dashboards, or Workflow automations in HubSpot.

New vs Legacy Custom Properties

RollWorks custom properties in HubSpot are categorized under Groups. The name of the Group determines if the custom property is new or legacy.

To quickly find the new RollWorks custom properties when building reports, configuring automations or customizing layouts:

1. Type RollWorks in the search bar
2. Select only properties listed under the group called ROLLWORKS DATA FOR [Profile Name]

• Do not use properties listed under the group ROLLWORKS DATA or ROLLWORKS SALES INSIGHTS

If you have multiple RollWorks profiles connected to one HubSpot instance, both RollWorks profiles will write data back to HubSpot. You can distinguish each RollWorks Profile's data based on the name of the Group ROLLWORKS DATA FOR [Profile Name].

If you don't know the name of each RollWorks Profile, you can find the name of each individual profile by navigating to Settings > Advertiser Profiles.

New vs Legacy Documentation

Benefits

How to Transition

Reach out to your CRM Administrator and identify any HubSpot reports, dashboards, or automations that are powered using data RollWorks.

If you’re using RollWorks data in Reports and Dashboards

Edit your existing reports and replace the legacy properties with the equivalent new property.

Select only properties listed under the header called ROLLWORKS DATA FOR [YOUR PROFILE NAME]

• • • Don't select properties listed under the header called ROLLWORKS DATA

If you display legacy RollWorks properties in your Company Layout

1. Navigate to Settings > Data Management > Companies
2. Click the tab Record Customization
3. Click the name of the specific View you want to customize
4. Remove the old custom properties from your layout
5. Add the new custom properties to your layout

Deprecating Legacy custom properties

After you have migrated any HubSpot reports, dashboards, or Workflows to the new properties, we recommend deleting the deprecated properties from your instance, to avoid confusion.

If you do not delete the deprecated properties, nothing will happen as RollWorks will stop writing and updating data to the old objects in March 2025.

FAQs

Do I need to do anything to start receiving the new custom properties in HubSpot?

On November 13th RollWorks will automatically push an upgrade to your HubSpot instance so that the new custom properties are available without any intervention on your end. 

What is going to be deprecated?

RollWorks will stop syncing data to legacy custom properties in March 2025.

All legacy custom properties will have a replacement so there is no loss in data or functionality.

Will the new custom objects have any effect on my HubSpot custom field limit?

Depending on our HubSpot package, and how many custom properties are included with your HubSpot contract, you may not have sufficient custom properties available to automatically view all RollWorks new custom properties.

In that case we suggest:

1. Document all your existing reports, dashboards and automations using RollWorks Data
2. Delete legacy custom properties from HubSpot to free up enough space for the new properties. Warning: Deleting legacy custom properties will result in losing access to all RollWorks historical data and existing RollWorks reports and dashboards in your CRM. 
3. Create new reports, dashboards and automations using the new custom properties.