Overview
The purpose of this workflow is to capture leads from an Excel / XLSX file and use these to create and update contacts in HubSpot.
This workflow is fired every time a Excel / XLSX file is added to a Tray form:
Prerequisites
To implement this workflow, you will need the following:
- API credentials for HubSpot
- An Excel sheet with the correct column setup. You can use this template to set up your Excel file.
Getting Live
Click Use Template to deploy the template in your chosen Workspace. Then take the following steps to configure the workflow and start submitting leads for processing:
The workflow will then start the process of pulling the leads into HubSpot.
End Result
Key workflow steps
The following diagram gives a simplified breakdown of the key steps in the workflow:
Format XLSX
These steps convert the form data into an Excel format which is later converted into a Excel / XLSX file so that each row can be looped through and dealt with individually.
Data mapping
The workflow uses the Data Mapper to dynamically respond to the 'Lead Source' in the Excel / XLSX file and maps it to a machine-readable format:
Organic Search --> ORGANIC_SEARCH
Paid Search --> PAID_SEARCH
Email marketing --> EMAIL_MARKETING
etc.
This can then be passed to the HubSpot 'Latest Source' (hs_analytics_source in the Hubpsot API) when creating / updating contacts:
Standardization
This Object Helpers step transforms the Excel column headers into a standard object with fields in the following format:
First Name --> first_name
Last Name --> last_name
Lead Source --> lead_source
etc.
Note that the actual value for Lead Source ('Paid Search', 'Referrals' etc.) is mapped according to the data mapping section above.
For each lead we will then have a simple object which can be easily accessed by later HubSpot steps using jsonpaths such as $.steps.object-helpers-1.result.first_name:
Email validation
The lead’s email address is validated for the appropriate user@domain.com format.
Create / Update contacts
A search is made for an existing contact in HubSpot using the lead’s email address as the unique identifier.
If a HubSpot contact exists, update the contact record.
If a HubSpot contact does not exist, create a new contact record using the standard object
Updating UTMs
For simplicity this template adds the UTM information into the HubSpot 'message' field for each contact (rather than using HubSpot custom fields).
utm_campaign, utm_medium and utm_source are all picked up from the standardized object:
