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HubSpot + Process Street Integration

Updated November 16, 2022

The HubSpot CRM platform allows you to bring all your teams together to provide your customers with a coherent experience. You can integrate HubSpot with Process Street to make your workflows super powerful and automate your work via Webhooks or Zapier.

Connect HubSpot with Process Street via Webhook

A Webhook integration can bring information from HubSpot that would trigger a new workflow run in your Process Street account. Webhooks are automated messages or payloads sent from apps as a trigger to cause an action in a receiving app.

In this example, we will create a Webhook that runs the Customer Onboarding workflow when a deal in HubSpot reaches the Closed Won stage.

Process overview:

  • We will create a Customer Onboarding workflow in Process Street
  • We will create a Sales Pipeline in HubSpot and then create a few deals. When a deal reaches Closed Won stage, this will act as our trigger
  • We will create a webhook that listens for our desired trigger in HubSpot and runs the Customer Onboarding workflow in Process Street

Now, let’s jump into the integration.

1. Preparations in Process Street

First, create a Workflow in Process Street and ensure to add form fields that are relevant to the data fields in HubSpot. This will help you to map the relevant information from HubSpot to Process Street.

This information is stored in HubSpot when a deal was created. So, we need to create relevant form fields in our workflow to push that information through to Process Street. For our example, these form fields should include the deal name, contact name (short text fields), deal revenue (number field), contact email address (email field), close date (date field), and so on.

This will mean that whoever is onboarding the customer won’t have to look up their information in HubSpot, but can instead see all their details in Process Street.

2. Preparations in HubSpot

Log into your HubSpot account or create a new account. Since we want to trigger a new run in Process Street when a sales deal is closed as won, we will be working with the Sales dashboard in HubSpot. To set this up, click Sales > Deals, then Create Deal. If you have existing deals in your sales dashboard, you can use that to create your trigger as well.

Note: You want to ensure that the form fields you have in your workflow match the deal properties you have in HubSpot. If you find any properties missing, you can create custom properties to add to your deals.

3. Create a Webhook trigger to run your workflow in Process Street

To get the webhook URL from Process Street, when you’re editing your workflow, click the + icon above your task list on the left. Here, you can look for HubSpot as a Trigger to Run this workflow.

You can name your webhook as the app name or any phrase that helps you identify the Trigger. Then copy your Webhook URL.

4. Set up the Webhook Trigger in HubSpot

Click on Automation > Workflows. You can choose to use an existing workflow or you can create one from scratch or using a template.

Since our webhook triggers when a deal stage is updated, we’re creating a Deal-based workflow in HubSpot.

Now set up the Trigger as Deal stage being updated to Closed Won then Save.

Next, click on the + icon below the Trigger and select Send a Webhook as the action event. Then select the Method as Post, paste the Webhook URL you had copied in your Process Street setup, and Save.

You can also update the workflow name in HubSpot.

Once you have created this workflow, go back to your Sales pipeline and make sure you have at least one Deal in the Closed Won stage. This will act as our test trigger to finish our setup in Process Street.

If you’re looking for more help on how to set up your webhook in HubSpot, you can refer to their help doc here.

5. Finish the setup in Process Street

Now come back to Process Street and test your trigger. Your payload should return as a success but if it doesn’t, you might want to go back to HubSpot and ensure you have a Deal closed as Won.

When your test returns successful, you can proceed to map your fields from HubSpot’s properties to your Process Street form fields.

Lastly, turn your webhook On and Save it. Then Publish your workflow and you’re all set!

As an extra step, you can go to HubSpot, update a deal stage to Closed Won then come back to Process Street in the Reports Dashboard to confirm a new workflow is run.

Connect HubSpot to Process Street via Zapier

Zapier connects over 1,000 apps together. It’s an “if this, then that” tool, meaning that once a trigger has occurred, an action will then take place. This helps to save you time and effort by automating processes.

In this example, we will look at how HubSpot can be integrated with Process Street so that when a new company name is added to HubSpot CRM, a new client onboarding workflow is run.

Users: In order to create an API key for integrations, you must be an Administrator.

Process overview:

  • We will create a Zap in Zapier
  • We will create a trigger for the Zap for whenever a new company name is added to HubSpot
  • We will create an action for the zap which generates runs a client onboarding workflow in Process Street

Now, let’s jump into the integration.

1. Setting up the trigger

Once you’ve made an account or logged into Zapier, click “Create Zap” on your dashboard. The next step is to set the trigger app. You will be selecting HubSpot here. After that, you’ll want to select “New Company” as the trigger.

Click continue and connect your HubSpot account. This will happen automatically if you’re already logged in on HubSpot.

If successful, your screen should look similar to this:

Click “Continue” on the Set up trigger page.

Click “Test trigger” to pull in some sample data to make sure the trigger has been set up correctly. You will need to have at least one client profile already in HubSpot for this to work.

If successful, your screen should look similar to this:

We’re now halfway through the integration setup. Click “Continue“.

2. Setting Process Street as the action

Choose Process Street at the action app. As this use case requires a new “Client Onboarding” workflow run to be created, the correct action here is “Run Workflow”.

Click “Continue“.

You will then need to add your Process Street API key. This can be found by clicking on your profile picture in the top right of Process Street, then clicking “Settings” and finally “Integrations“.

Once you’ve added the API key to Zapier, your screen should look similar to this:

Click “Continue“.

Now it’s time to edit how the onboarding workflow run will appear in Process Street. Make sure the “Client Onboarding for a Managed Service Provider” workflow is added to your Process Street account.

Then in Zapier, select that workflow in the “Workflow” field.

For “Workflow Run Name”, add the field “Company Information: Name:”

You can also add more details in the fields below this one. For instance, if you have specific employees who will start the onboarding process every time, you can add them to the “Add Users To Workflow Run” field. They will then be assigned all future onboarding workflow runs.

Map as many fields as you would like to pull into your new workflow run in Process Street from HubSpot. Click “Continue” when you’ve finished mapping.

The action has now been set up. It’s time to test and make sure it’s working.

Hit the “Test & Continue” button. Your screen should then look similar to this:

3. Double-checking the Zap works yourself

To ensure it’s working yourself, look at your Process Street reports area. You should find the automatically generated workflow run there.

4. Turning your Zap on and naming it

Now that you know your Zap functions properly, make sure it is turned on.

Naming your integration is also recommended, you can do this at the top of your zap.

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