HubSpot: Products and Workflows
Get more out of your HubSpot integration with our Products and Workflows Integrations.
With Qwilr and HubSpot integrating to pull fields from your HubSpot records into your Qwilr proposals, you'll be able to go a step forward with Deal Templates and Contact Templates with Products and Workflows from HubSpot.
In the article
HubSpot Products
Information on creating a a Deal template and connecting it to HubSpot can be found on this page or by clicking the first link in the article index at the top. If you're using HubSpot Products, you'll be able to use the Qwilr + HubSpot integration to automatically pull sets of products into the Quote Block creating a more accurate record of both the products in your HubSpot records and your Qwilr proposals attached to them. We've provided a video guide to these steps or you can follow the instructions below.
Note: To use this feature, you'll need a paid HubSpot Professional or Enterprise account, with Sales Hub and Super Admin permissions.
Note: This feature on works with Deal records and requires the products to have a Product Type in HubSpot
Adding the Products token
If your HubSpot account is enabled for Products, you'll now see a Products token in the tokens list. This single token will pull in all your product details from HubSpot.
Depending on how you've set up the Quote Block in your template, there are a couple of locations where you can place this token:
- In a Plan card
- In a Table section
Adding the token to a Plan card
This option is great if you have subscription or recurring pricing plans set up in HubSpot Products.
Step 1. Start by adding a Quote Block to your template, and choosing either of the Plan presets. This places a new default set of cards in your template.
Step 2. Next, head to the top right corner and click the Tokens icon. From there, search for the Products token. Then drag and drop it onto any of these default cards.
Step 3. From there, go ahead and delete the three default plan cards. You'll only need the new Products card you've just created. To do this, click on the pencil icon in the top right corner of each card.
Step 4. See the section below on filtering this display.
Adding the token to a Table section
This option is great for products that are set up with a One-Time price in HubSpot.
Step 1. Add a Quote Block to your template, and the Standard preset. This places a new table quote section.
Step 2. Next, head to the bottom of this section and click on the Products button. That will add a new, fully-configured line item to your quote.
Step 3. This table section also contains a default empty line, which you won't need. Delete that by clicking the pencil icon.
Step 4. See the section below on filtering this display.
Filtering the Products display
Whichever way you add the Products token to your quote, it's set by default to pull in all of the products you have attached to a Deal record. You can see that default filter above the token.
There might be cases, however, where you want only some of the associated products to pull in. For that, you can open the filter and choose a criteria. In this example, we'll filter the display so that only the products with monthly billing frequency will be pulled into these plan cards.
This filter is especially useful if you're using a combination of Plan cards and Table sections in your quote. By setting a filter for each area, you can pull different products into different areas of the quote.
Customizing the display of token details
The HubSpot Product form has many fields. So each time you use the Product token in Qwilr, it will generate a series of related tokens - one for each field in the HubSpot Product form.
You can use these related tokens in some fields of your quote. To do this, start typing two sets of open curly brackets, like this: {{
That will open a list of available tokens for the field. Here's an example of a Table section, where we'll add an SKU token to the product description.
Pulling products into your Qwilr page
In your HubSpot account, take these steps.
Step 1. Locate the Deal record you want to create a Qwilr page from.
Step 2. Make sure you have one or more Product line items associated with this Deal, you've entered a quantity for each product, and confirm that your products have a Product Type.
Step 3. Locate the Qwilr widget. Click the Create Qwilr button, then select the Deal template you just created.
In the new Qwilr page, the Quote Block will automatically list products wherever there's a Products token, using the filter you've set for each instance.
With our HubSpot integration, you can incorporate Qwilr into your HubSpot workflows. It's a great option for automating your processes even more. In this guide, you'll learn about the workflows available via our integration and how to set them up!
Getting started with Workflows
Note: Workflows can currently be created only off of a Contact record in HubSpot.
Trigger criteria options available:
- When Qwilr Page is viewed
- When Qwilr Page is accepted
In this example, we'll be setting up a workflow that will create a Deal record in HubSpot once a Qwilr Page has been viewed for the first time. For even more details on workflows, please see HubSpot's documentation.
Step 1. In your HubSpot account, navigate to Automation → Workflows
Step 2. Click Create workflow → From scratch on the top right corner.
Step 3. Select Contact based and Blank workflow. Click Next, a black workflow will be created. You can rename the workflow from the navigation bar.
Step 4. Click Set up triggers and select When filter is met from the sidebar.
Step 5. Scroll down and select Qwilr: Qwilr Viewed (Contact).
Step 6. Select Qwilr name → Starts with any of.
Step 7. Enter the name that your Qwilr Page starts with. In this example, it is "HubspotDealCreator." Click Apply filter.
Step 8. Add one more criteria: Qwilr Viewed (Contact) Property → Number of views → is equal to → 1.
Step 9. Click Save.
Step 10. Once the trigger has been created and saved, you will be able to see the trigger details on the workflow panel, click the + button to add an action.
Step 11. From the sidebar, scroll down and choose the Create record → Deal option.
Note: You have to have a Sales Professional license to access this option
Step 12. Update the settings as you need, and click Save. For the purpose of this document we’re only adding the required values, Deal name and Deal pipeline and stage
Step 13: Click Save. The workflow will be updated as follows:
Step 14. Now Review the workflow. If everything looks correct, turn it on.
In order to turn on the Workflow, select one of the following options:
- No, only enroll contacts who meet the trigger criteria after turning the workflow on
- Yes, enroll existing contacts who meet the criteria as of now
And then click Turn on
To test it out, go to your Contact record, and create a Qwilr page which meets the first criteria (Name starts with ‘HubspotDealCreator’)
As soon as the second criteria is met, ( Views = 1), you will be able to see the workflow getting triggered on the workflow page, and a Deal record associated with your Contact record will be created using the details you provided
