How to set up HubSpot workflows

Dependent on how you want to manage information flowing from HubSpot through to Projectworks, a HubSpot administrator can set up one or more HubSpot workflows to trigger a Projectworks action.

1. Create Projectworks Company & Project

2. Create Projectworks Contact

3. Updating a Projectworks company, project or contact

   1. Update Projectworks Company

   2. Update Projectworks Project

   3. Update Projectworks Contact

4. Troubleshooting

Create Projectworks Company & Project

A Deal-based workflow can be set up in HubSpot to create a Projectworks Company & Project when a HubSpot Deal triggers the action.

Below is an example showing how to create a HubSpot workflow that will create a company and project in Projectworks when a deal is won in HubSpot.

Company

If the company already exists in Projectworks, a new project will be created and be associated to that company.

If a company does not already exist in Projectworks, then a new company will be created in Projectworks with the following information provided in the HubSpot workflow:

HubSpot workflow field	HubSpot workflow field value	Projectworks “Company” value (and business rules)
n/a	n/a	Company Name = the HubSpot primary company name
Default Organisation	The organisation selected from the Projectworks organisations available at the time of setting up the HubSpot Workflow	Default Projects Organisation = the selected workflow Default Organisation
Fallback Account Manager	A person selected from the Projectworks people available at the time of setting up the HubSpot Workflow	Account Manager If the HubSpot Company Owner’s email address is associated to a person in Projectworks, then this person will be selected as the Account Manager Otherwise the HubSpot workflow Fallback Account Manager will be selected as the Account Manager
n/a	n/a	Default Projects Currency Will inherit the default project currency that is selected for the Projectworks organisation Projectworks Administrators can view the project default currency by going to: Settings > System > Organisations, and selecting the default organisation selected in the workflow

Project

A Projectworks project will always be created when a HubSpot Deal triggers the “Create Projectworks Company & Project” workflow.

HubSpot workflow field	HubSpot workflow field value	Projectworks ”Project” value (and business rules)
Default Organisation	The organisation selected from the Projectworks organisations available at the time of setting up the HubSpot Workflow	Organisation = the selected workflow Default Organisation
Project Status	The project status selected from the Projectworks project status' available at the time of setting up the HubSpot Workflow	Contractual Status = the HubSpot workflow Project Status selected
Project Name	User should select Deal token: Deal Name or enter a value	Project Name If a Deal token is selected, Project Name = associated HubSpot Deal token value If a value has been entered, Project Name = the HubSpot workflow Project Name value
n/a	n/a	Company = the Projectworks company associated to the HubSpot primary company that the HubSpot Deal is associated to
Use Deal Owner as Project Manager	check box	Project Manager If “Use Deal Owner as Project Manager” is selected and the HubSpot Deal Owner’s email address is associated to a person in Projectworks, then this person will be selected as the Project Manager Otherwise the HubSpot workflow Fallback Project Manager will be selected as the Project Manager
Fallback Project Manager	A person selected from the Projectworks people available at the time of setting up the HubSpot Workflow
Fallback Account Manager	A person selected from the Projectworks people available at the time of setting up the HubSpot Workflow	Account Manager If the HubSpot Company Owner’s email address is associated to a person in Projectworks, then this person will be selected as the Account Manager Otherwise the HubSpot workflow Fallback Account Manager will be selected as the Account Manager
n/a	n/a	Project Type = Billable
Use Deal currency as Project currency	checkbox	Currency If the checkbox has been selected, and a currency has been selected for the deal then the project will be set up with that Currency Otherwise will inherit the Currency that is selected for the Projectworks Company
Use Deal Amount as budget fee	checkbox	Budget If the checkbox has been selected, then: Pricing/ Budget Method = Budget level - Fee-based pricing An “active” Time budget is created with: Budget Name = Budget Fee = HubSpot Deal amount Accounting code = Budget Accounting Code (GL) selected Otherwise the budget will not be set up in Projectworks
Budget Accounting Code (GL)	An Accounting Code (GL) selected from the Projectworks GL codes available at the time of setting up the HubSpot Workflow

Create Projectworks Contact

Contact-based workflows can be set up in HubSpot to create a Projectworks Contact when a HubSpot Contact triggers the action.

Updating a Projectworks company, project or contact

If a Projectworks company, project or contact has been created via HubSpot, then these can be updated through HubSpot workflows.

A Company-based “Update Projectworks Company” workflow can be set up in HubSpot to update the:

1. company name; and/or

2. account manager;

in Projectworks if they are changed in HubSpot.

A Deal-based “Update Projectworks Project” workflow can be set up in HubSpot to update the:

1. company;

2. project manager;

3. contractual status;

4. name;

5. currency; and/ or

6. single budget amount;

for a Projectworks project if they are changed in HubSpot.

Update Projectworks Contact

A Contact-based “Update Projectworks Contact” workflow can be set up in HubSpot to update the:

1. contact name;

2. email address;

3. company; and/ or

4. phone number;

for a Projectworks contact if they are changed in HubSpot.

Troubleshooting

Company, project or contact were not created or updated in Projectworks

If the company, project or contact were not created in Projectworks, a HubSpot administrator can check to see if the HubSpot workflow was triggered, and if so, if anything needs review.

Read more about if the workflow needs review →

If the workflow has simply not been triggered, this could be because of a number of reasons:

1. HubSpot integration is disconnected in Projectworks
   • Your Projectworks administrator can check if the HubSpot integration is enabled.
   • Go to: Settings> Integration > Enable Integrations and enable the HubSpot integration.
2. The workflow has not been created or is “Off” in HubSpot
   • Your HubSpot administrator can check the workflow in HubSpot, and create a new workflow or turn “On” an existing workflow that will trigger the Projectworks action.
3. The Company, Deal or Contact did not meet the all the workflow's trigger criteria
   • Your HubSpot administrator can check the workflows in HubSpot, and identify the criteria that must be met for the workflow to be triggered.
   • If the HubSpot Company, Deal or Contact has not met all of the trigger criteria:
     1. The Company, Deal or Contact may need to be updated;
     2. The workflow may need to be updated; or
     3. A new workflow may need to be created.

When a company is initially created in Projectworks it is created with that company name. If the name of the company changes in HubSpot (but is not updated in Projectworks), and a new Deal invokes the “Create Projectworks Company & Project” workflow, then the new Project will be linked to the Company with the old name.

The “Create Projectworks Company & Project” and “Update Projectworks Project” workflows require a deal token or free-format value to be included in the workflow.

If the deal token selected is not “Deal-Name”, then the Projectworks Project will inherit the deal token value selected or free-format value.

If no Deal Amount was saved to the Deal when a “Create Projectworks Company & Project” workflow was triggered, the project will be created in with no budget.

The project budget amount can be amended directly in Projectworks by a user who has access to maintain project settings.

Go to: Project > Settings > Budget

Projectworks project was created in the incorrect currency

If the HubSpot workflow does not have “Use Deal currency as Project currency” selected, the project will be created in Projectworks with the default project currency set up for the organisation the Projectworks project is associated to.

Your HubSpot administrator can update the “Create Projectworks Company & Project” workflow so that future Projectworks projects will be created in the same currency as the HubSpot deal. The project currency can be amended directly in Projectworks by a user who has access to maintain project settings

The Contact phone number in Projectworks differs from the HubSpot phone number

The “Create Projectworks Contact” and “Update Projectworks Contact” workflows require a contact token or free-format value to be included in the workflow.

If the contact token selected is not “Mobile Phone Number” or “Phone Number”, then the Projectworks Project will inherit the contact token value selected or free-format value.

If a workflow meets all of the workflow trigger criteria, but the Projectworks company, project or contact were not created or updated, the workflow will be displayed in the “Needs review” tab in the HubSpot Workflows.

If the workflow needs review:

1. The HubSpot workflow may need to be updated;

2. A new HubSpot workflow may need to be created; or

3. Something in Projectworks may need to be updated.

Common reasons that a workflow with a Projectworks action may require review

If the HubSpot Company Owner’s email address is not associated to a person in Projectworks and the Fallback Account Manager has:

• been made inactive,

• deleted, or

• has no posting;

in Projectworks, then:

• the Projectworks person who is the Fallback Account Manager may need to be made active or assigned a new posting; or

• the workflow may need to be updated to include a Fallback Account Manager who is active and has an active posting in Projectworks.

 

Default Organisation has changed

If the organisation in Projectworks has been:

• updated, or

• deleted

then the workflow will require the Default Organisation to be updated to a valid Default Orgnanisation.

 

Fallback Project Manager is not valid in Projectworks

If the HubSpot Deal Owner’s email address is not associated to a person in Projectworks and the Fallback Project Manager has:

• been made inactive,

• deleted, or

• has no posting;

in Projectworks, then:

• the Projectworks person who is the Fallback Project Manager may need to be made active or assigned a new posting; or

• the workflow may need to be updated to include a Fallback Project Manager who is active and has an active posting in Projectworks.

Projectworks administrators go to: Settings > System > Currencies to activate additional currencies.

 

Budget Accounting Code (GL) is not valid in Projectworks

If the Accounting Code (GL) in Projectworks has been:

• updated, or

• deleted

then the workflow will require the Budget Accounting Code (GL) to be updated to a valid Accounting Code (GL).