Basic Configuration
The HubSpot module enables the integration of ZEP with HubSpot, thus allowing the transfer of Customers (Companies), Contacts (Contacts), and Projects (Deals) to ZEP.
Creating the App in HubSpot:
HubSpot:
Create a private app: Settings > Integrations > Private Apps – Create a private app
Basic Info:
Name: "ZEP"
Scopes:
CRM:
crm.lists Read & Write (Checkbox)
crm.objects.companies Read & Write (Checkbox)
crm.objects.contacts Read & Write (Checkbox)
crm.objects.deals Read & Write (Checkbox)
Settings in ZEP:
Administration > Interfaces > HubSpot
Access Token (copy and paste from the newly created Private App in HubSpot)
Optional: If Deals from HubSpot should be created as Projects in ZEP:
HubSpot Deal Phase IDs:
If left empty: No Deals from HubSpot will be synchronized as Projects in ZEP.
If "all" is entered: All Deals from HubSpot will be created as Projects in ZEP.
If Deal Phase ID (multiple possible) is entered: Deals in the respective Deal Phases will be created as Projects in ZEP and synchronized as long as they remain in those Deal Phases in HubSpot.
The Deal Phase IDs can be found in HubSpot under Sales > Deals > Board Actions > Edit stages > “</>” symbol next to the respective Stage.
Synchronization of HubSpot and ZEP:
ZEP: Administration > System > Tasks
Create new Task with type HubSpot.
Restrict Synchronization:
If you have customers who should not be transferred from HubSpot to ZEP, create an Account field in HubSpot named "ZEP" and enter "no" or "nein." Customers with this flag will be excluded from the transfer to ZEP.
Interface Functionality
Synchronization of Customer Master Data:
Synchronized Data:
After setting up the interface, HubSpot represents the leading system for Customer Master Data. The following Customer Master Data is synchronized from HubSpot to ZEP:
Company Name
Customer Number (HubSpot ID)
Phone Number
Address
Website
Remark
Contacts (Contacts)
The HubSpot Customer ID is used as the customer number, which is unchangeable in HubSpot. However, you can change the customer number in ZEP. The data will still be synchronized afterwards.
If not all customers should be transferred from HubSpot to ZEP, create a Custom Field "ZEP" in HubSpot. If this field contains "No" or "Nein," the corresponding customer will not be transferred.
HubSpot as leading system:
As long as the link with HubSpot is established, the Customer Master Data cannot be modified in ZEP. The customer number is the exception.
Stop Synchronization:
If you no longer want the synchronization between HubSpot and ZEP for individual customers, you can terminate it in ZEP in the Customer Master Data by "Remove HubSpot Customer Flag." Changes to the customer's data in HubSpot will then no longer lead to changes in ZEP. The Customer Master Data can now be modified in ZEP.
You can afterwards restore the synchronization by "Import from HubSpot Customer."
Synchronization of Deals as Projects:
Synchronized Data:
If you have entered the Deal Phase(s), the respective Deals from HubSpot will be created as Projects in ZEP. Data that is synchronized from HubSpot to ZEP:
Short Form (HubSpot Deal ID)
Designation (Deal name)
Customer (assigned Company)
The HubSpot Deal ID is used as the Short Form, which is unchangeable in HubSpot. However, you can change the Short Form in ZEP. The data will still be synchronized afterwards.
Stop Synchronization:
If you no longer want the synchronization between HubSpot and ZEP for individual Projects/Deals, you can terminate it in ZEP in the project master data by "Remove HubSpot Project Flag." Changes to the project's data in HubSpot will then no longer lead to changes in ZEP.
You can afterwards restore the synchronization by "Import from HubSpot Projects."
Booking Project Times on HubSpot Projects:
For the Projects to be bookable, tasks and project employees must be assigned to the project in ZEP in the next step. Furthermore, we recommend that you adjust additional project master data such as project durations and billing types.