How to import data from HubSpot?

Import data from HubSpot [BETA]


Zoho DataPrep allows you to seamlessly bring in your sales data from HubSpot. You can import your sales data from HubSpot to perform data cleanup, data migration, and data backup in more than one way. 

To import data from HubSpot 

1. Open an existing pipeline or create a pipeline from the Home Page, Pipelines tab or Workspaces tab and click the Add data option.

InfoInfo: You can also click the Import data  icon at the top of the pipeline builder to bring data from multiple sources into the pipeline.


2. Choose the Sales/CRM category from the left pane and click HubSpot. You can also directly search the option in the search box.  




Note: If you had already added a HubSpot connection earlier, click the Saved connections category from the left pane and proceed to import. To learn more about Saved connections, click here.

3. If you have already added a connection, click the existing connection and start importing data.



Note: Click the Add new link to add a new HubSpot account. 

4. Authenticate your HubSpot account. You will need to authorize Zoho DataPrep to access your files when you do this for the first time.



Note: The connection configuration will be saved for importing from HubSpot in the future. Credentials are securely encrypted and stored.
5. Once you click the Authenticate button, you can choose your HubSpot account.



6. Choose one of the options to import data from your HubSpot account.

All Data - This option imports all data from your account.
From date - This option imports data from a specific date till the current date.

      

6. Click the required Modules and the corresponding fields will be listed in the Fields section. You can choose the fields you would like to import from your HubSpot account.

7. Click Import

8. Once you have completed importing data, Pipeline builder page will open from where you can start applying transforms. You can also right-click the stage and choose the Prepare data option to prepare your data in the DataPrep Studio page. Click here to know more about the transforms.



9. Once you are done creating your data flow and applying necessary transforms in your stages, you can right-click a stage and add a destination to complete your data flow.


 

Note:  After adding a destination to the pipeline, you can try executing your pipeline using a manual run at first. Once you make sure manual run works, you can then set up schedule to automate the pipeline. Learn about the different types of runs here.

Schedule

You can schedule your pipeline using the Schedule option. You can also import incremental data from your HubSpot account while scheduling. Incremental data import is a method used to import new or modified records after the previous sync.

Schedule configuration

1. Select the Schedule option in the pipeline builder.

2. Select a Repeat method (hourly, daily, weekly, monthly) and set frequency using Perform every dropdown. The options of the Perform every dropdown change with the Repeat method. Click here to know more.




3. Select the GMT when you want to import new data found in the source. By default, your local time zone will be selected.


4. Pause schedule after: This option allows you to choose to pause the schedule after 'n' number of failures.
InfoInfo: The range can be between 2-100. The default value is 2.

Import configuration

You can configure how to import and fetch incremental data from your HubSpot module using the Import configuration option. 
Note: The import configuration needs to be mandatorily setup for all the sources in the pipeline. Without setting up the import configuration, the schedule cannot be saved. 

5. Select the Click here link to set the import configuration. 

6. Select the required option from the How to import data from source? drop down. You can choose to import all data, modified and new data, or only new data using this option.

Import all data

If you want to import all data, select the date from when data needs to be imported in the From field. This option will import all available data from the selected date for every scheduled run.



Incremental data fetch

Only modified and new data

To import the modified and new data incrementally from the last imported time, select Only modified and new data option from the drop-down.



InfoInfo:  The modified and new data will be fetched using the createdate and  lastmodifieddate  columns. However, the column names may differ depending on the module. This example is for the Contacts module.

Only new data

To import the new data incrementally from the last imported time, select Only new data option from the drop-down.



Info: The new data will be fetched using the createdate column from the last imported time. However, the column names may differ depending on the module. This example is for the Contacts module.

Do not import data

The data is imported only once. The second time, the rules gets applied on the same data and gets exported.



7. Click Save to schedule import for your data.

Note: If you have already configured a schedule from HubSpot, data will be reloaded based on your earlier configuration under the Import configuration section when you click on the Edit schedule option and set a new schedule.

Schedule settings

Stop export if data has invalid values: Enabling this will stop the export when prepared data still has invalid values.



Order exports

You can use this option when you have configured multiple destinations and would like to determine in what order the data has to be exported to destinations.

If not enabled, export will run in the default order.

Note: This option will be visible only if you have added more than one destination in your pipeline.

To rearrange the order of your export destinations

1) Click the Order exports toggle


2) You can drag and drop to change the order of the destinations and then click Save.



Note: Click the Edit order link if you want to rearrange the order again.


8. After you configure the schedule configuration, click Save to execute the schedule. This will start the pipeline.



Each scheduled run is saved as a job. When a pipeline is scheduled, the data will be fetched from your data sources, prepared using the series of transforms you have applied in each of the stages, and then data will be exported to your destination at regular intervals. This complete process is captured in the job history.


9. To go to the jobs list of a particular pipeline, go to the  ellipses icon in the pipeline builder, and click on the Job history menu to check the job status of your pipeline.

10. Click the required job ID in the Jobs history page to navigate to the Job summary of a particular job.

The Job summary shows the history of a job executed in a pipeline flow. Click here to know more.

11. When the schedule is completed, the data prepared in your pipeline will be exported to the configured destinations.

Info: You can also view the status of your schedules later on the Jobs page.

Note: If you make any further changes to the pipeline, the changes are saved as a draft version. Choose the Draft option and mark your pipeline as ready for the changes to reflect in the schedule.




After you set your schedule, you can choose to Pause schedule or Resume schedule, Edit schedule and Remove schedule using the Schedule Active option in the pipeline builder.

When you edit and save a schedule, the next job will be from the last schedule run time to the next scheduled data interval.

Note: Adding HubSpot as destination and exporting data to HubSpot from DataPrep will be supported soon.

Limitations

1. The maximum number of records you can import depends on your HubSpot API limit, which varies based on your subscription.
Note: In DataPrep, the maximum record limit depends on the available Batch size for your organization. However, if the HubSpot API limit is exhausted during an import, the import will fail.
2. You can perform incremental data import only upto 10,000 records from a HubSpot CRM account. Please refer the limitations section under HubSpot CRM API documentation: https://developers.hubspot.com/docs/guides/api/crm/search#limitations

HubSpot-Zoho DataPrep connector FAQs

1. What are the modules supported for data import using the HubSpot connector for DataPrep?

You can choose to import data from the following modules in HubSpot to Zoho DataPrep.
  1. Deals
  2. Owners
  3. Quotes
  4. Companies
  5. Notes
  6. Meetings
  7. Contacts
  8. Tasks
  9. Pipelines
  10. Calls
  11. Lineitems
  12. Products
  13. Custom modules
 
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