How to navigate the HubSpot Bridge

Overview

This article covers everything you need to know about working within the Faye Hubspot Bridge. We begin by covering the general navigation of the Bridge and then explore each section of the platform separately.

Table of Contents

1. Navigating the Bridge

2. Dashboard

3. Integrations

4. What happens when the sync starts?

1. Navigating the Bridge

Once logged into the Hubspot bridge you’ll arrive on the Dashboard screen. Below we’ll introduce some of the major sections of the application.

1. Links: The expandable Links section of the left side menu provides you with shortcuts to log in directly to the SugarCRM or Hubspot instances that are configured.

2. Menu Options: Here you can switch between different areas of the Hubspot Bridge accessing the Dashboard, Field Mapping, Integration Logs, and other useful information. Menu options may differ between Super and Regular level admin user accounts.

3. Main Panel: The main panel will change to provide a contextual workspace depending on the area of the bridge you are accessing, the screenshot above shows a section of the dashboard. Each section will be covered in detail later in this guide.

 

2. Dashboard

The dashboard provides you with a visual overview of sync activity across the past 30 days in either direction in addition to daily sync stats for the past 15 days. It allows you to quickly see the current state of the integration and identify any issues that might require your attention. It also provides shortcuts to mark Sugar records to sync en mass to Hubspot.

1. Last 30 Days

These graphics allow you to view at a glance how many records have been synchronized in either direction in the past 30 days. The red sections of the graphic represent records that have not yet successfully synced to the CRM or Hubspot. These might represent an issue that needs your attention, or simply that records are currently in the process of syncing.

2. Mass Flag Sugar records to Sync

In order for a Sugar record to sync downstream to Hubspot, it must have itsSync to Hubspot field checked off. This allows administrators and users to be selective in which Contacts, Leads, and Accounts find their way into Hubspot.

The buttons provided on the dashboard allow you to check the Sync to Hubspot checkbox on all records of that kind from within the bridge so you don’t have to update those manually in Sugar.

Using these buttons will check/uncheck the Sync to HubSpot field on all records in SugarCRM. If you only want some records to sync downstream, e.g. only Customer records, then consider updating the field manually or via Process definitions in SugarCRM.

Synchronizing all Sugar records from Sugar to HubSpot may take a long time to complete the first time you do it and may delay new records coming back from HubSpot to Sugar until it is completed. Exactly how long will depend on how many records are marked to sync.

3. Integration Stats For the Last 15 days

Daily statistics for the past 15 days are also displayed on the dashboard allowing you to see, per day, how many records of each kind have synced in each direction. Any high-level errors will also appear here also.

3. Integrations

The Integrations section is where the high-level synchronization settings like sync direction are configured. It is also where admins set up and authenticate the connections into SugarCRM and HubSpot.

The Integrations section is typically configured for you by your implementation partner who will work with you to gather the necessary details.

Note: Super Admins Only - Only super admins currently have access to the Integrations area.

There are 4 sections on this screen:

1. Connection Settings:

1. License Key: This key is provided by a member of the Faye team.

NOTE: License Info Email Alert: If the HubSpot bridge detects any issue with the license key, an email will be sent to the HubSpot Bridge user alerting them.

2. License Information: Displays information relating to the license key you currently have listed.

3. HubSpot API Key or OAuth2 token: This needs to be provided from the target HubSpot account that will be integrated with SugarCRM. It's needed for the integration to connect to and authenticate with HubSpot.

4. Synchronization Frequency: Here you set the frequency at which the HubSpot bridge should attempt to synchronize for changes. We recommend every 10 or 30 mins; the option of “every minute” should be reserved for testing purposes only.

5. Last Synchronized At: This shows the date and timestamp at which the HubSpot bridge attempted to run the synchronization.

6. SugarCRM Instance URL: The web address of the target SugarCRM instance that will be integrated with HubSpot.

7. SugarCRM Username: The username of an admin-level user in the target SugarCRM

8. SugarCRM Password: Password of that same admin level user in the target SugarCRM

2. Synchronization Settings:

1. Synchronize Accounts: Check this box if you wish to synchronize accounts (companies) between the two systems. Checking this option will provide additional selection choices:

Sync Direction: Choose your sync preference for Account/Company records.

Bi-directional

SugarCRM To Hubspot Only

Hubspot To SugarCRM Only

Master System:

Hubspot

SugarCRM

2. Synchronize Leads and Contacts: Check this box if you wish to synchronize Leads and Contacts between the two systems. Checking this option will provide additional selection choices:

Sync Direction: Choose your sync preference for Accounts/Companies records.

Bi-directional

SugarCRM To Hubspot Only

Hubspot To SugarCRM Only

Master System:

Hubspot

SugarCRM

3. Sync Hubspot Contacts to Sugar: When Hubspot contacts are synced to Sugar the bridge will attempt to match them to existing records in the Leads or Contacts module in Sugar depending on your selection here. If no match is found it will create a record of that type.

Leads

Contacts

Hubspot Contact Lists: Check this if you plan to synchronize Sugar Target lists one way to HubSpot.

NOTES:

- Changing Sync Direction:It is recommended that the sync direction for Accounts, Contacts, and Leads is not changed after it has been set. Doing so may, in some cases, result in duplicates being created in either system.

- Changing Sync Hubspot Contacts to Sugar: It is recommended that this selection is not changed after it has been set. This may, in some cases, result in duplicates being created in either system.

- License Info Email Alert: If the HubSpot bridge detects any issue with the license key info an email will be sent to the Hubspot Bridge user alerting them.

3. User Settings:

User Timezone: Select your time zone preference here; it will affect the timestamps in the Hubspot Bridge dashboard and logs.

4. Connection Status

At the bottom of the Integrations screen, you’ll find the Connection Status buttons. These allow you to check the status of the connection with SugarCRM and Hubspot.

• SugarCRM Button - Clicking this will verify that the Hubspot bridge is able to connect and authenticate with the target SugarCRM instance using the CRM details entered.

• HubSpot Button - Clicking this will verify that the Hubspot bridge is able to connect and authenticate with the target Hubspot instance using the Hubspot API key.

If you see errors with the sync it's a good idea to test the connection settings in case the Hubspot API key or Sugar login credentials have changed.

5. Save the Configuration

Once you are done configuring the settings in the Integrations area remember to click Save to apply the changes.

IMPORTANT: Saving the integration settings with the connections and synchronization settings enabled will start the sync between the two systems immediately.

4. What happens when the sync starts?

Which records sync? The HubSpot Bridge will begin to synchronize records in the configured directions the next time eligible records are modified, i.e.

• Sugar Contact records flagged with Sync to Hubspot that are modified in Sugar after the settings were saved.

• Any HubSpot Contact that was modified in HubSpot after the settings were saved.